Office Manager & Executive Assistant to the CEO at Yale Advisors

Description

Office Manager & Executive Assistant to the CEO

Yale Realty & Capital Advisors

Position Summary

Yale Realty & Capital Advisors is a national, award-winning brokerage specializing in the sales and financing of Manufactured Housing Communities and RV Resorts. Since 2012, Yale has completed more than $7B in transactions and is the fastest-growing firm in the sector. As the first fully integrated team with dedicated representatives across the U.S., we provide unmatched expertise to owners and investors nationwide.

We are seeking a reliable, organized, and proactive Office Manager & Executive Assistant to the CEO to keep the office running smoothly and support executive day-to-day needs. This role focuses on office coordination, bill and invoice management, scheduling, conference logistics, and executive support.

This is a full-time, in-office position based in Miami, FL, requiring on-site presence Monday through Friday from 10:00 AM to 6:00 PM.

Responsibilities

Office Management

• Oversee daily office operations and serve as the main point of contact for office needs
• Manage office vendors, service providers, and landlord communications
• Review and submit invoices, recurring bills, and association dues for payment
• Track office expenses and due dates to ensure timely payments
• Order and maintain office supplies, equipment, and services
• Coordinate office maintenance and IT support as needed
• Manage inbound and outbound mail and shipping
• Greet visitors and assist with in-office meetings and interviews

Scheduling & Conference Coordination

• Schedule internal meetings, interviews, and executive appointments
• Coordinate logistics for conferences, trainings, and firm events, including travel, lodging, registrations, and materials
• Assist with on-site conference support as needed

Executive Assistant to the CEO

• Manage the CEO’s calendar, meetings, and scheduling priorities
• Coordinate domestic travel, accommodations, and transportation
• Prepare itineraries and assist with logistics for conferences, meetings, and events
• Assist with occasional errands and daily tasks to support a smooth workflow
• Handle confidential and time-sensitive information with discretion

Requirements

• Previous experience in an office manager, executive assistant, or administrative support role
• Experience in real estate or a professional services environment is a plus
• Strong organizational and time-management skills with the ability to multitask
• Proficiency in Microsoft Office and Google Workspace
• Adobe Creative Suite experience is a plus
• Clear, professional written and verbal communication skills
• Friendly, dependable, and proactive demeanor
• High attention to detail and strong follow-through