Office Manager & Executive Assistant to the CEO at Yale Advisors

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 $8B in transactions and is the most awarded firm in the sector. As the first fully integrated team with dedicated representatives across the U.S., Yale provides 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–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