Office Manager & Executive Assistant to the CEO Job at Yale Advisors, Miami, FL

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  • Yale Advisors
  • Miami, FL

Job 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

Job Tags

Full time, Work at office, Monday to Friday

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