Office ManagerExecutive Assistant

About Us:

Brooksville Company (Brooksville) is a New York based vertically integrated real estate investment and management firm with a successful track record of over 20 years. The firm invests in and manages multifamily properties throughout the New York City metro area. Brooksville specializes in maximizing the return of both stabilized and value-add properties through proactive involvement in asset strategy property management and capital investment. The Brooksville team has transacted and advised on over $13 billion of multifamily assets in New York City and has extensive expertise in the management and structuring of large complex multifamily transactions. Brooksville currently owns and operates nearly 7500 units worth in excess of $3.0 billion. The team consists of around 35 individuals (corporate only) and 700 when including property employees. Brooksville is based in the Flatiron area of NYC. Prior to forming Brooksville the senior management team oversaw the foreclosure repositioning and subsequent sale of Stuyvesant Town and Peter Cooper Village for $5.45 billion.

About the Role

We are seeking a highly organized proactive and personable Office Manager / Executive Assistant to support our leadership team and ensure the smooth daily operation of our office. This hybrid role blends traditional office management duties with high-level executive assistance making it ideal for someone who thrives in a dynamic fast-paced environment and enjoys wearing multiple hats.

Key Responsibilities

Office Management & Operations

• Oversee day-to-day office operations including stocking coffee snacks and office supplies.
• Maintain cleanliness and organization of all shared office spaces including kitchens and conference rooms.
• Act as the first point of contact for all office guests; coordinate with building security to ensure proper registration.
• Manage vendor relationships for office services including IT telecom cleaning and maintenance; proactively address service issues.
• Coordinate with third-party IT vendors for equipment procurement setup repairs and system interruptions.
• Receive sort scan and distribute incoming/outgoing mail and packages.

Employee & Culture Support

• Foster a positive and welcoming office environment; act as a go-to contact for employee needs and morale.
• Organize company events offsites holiday parties executive meetings and internal gatherings.
• Support onboarding of new hires and facilitate a smooth welcome experience.

Administrative & Financial Support

• Reconcile and process incoming invoices; enter data into the companys payables system.
• Deposit checks and communicate details with companys bookkeeper.
• Review and approve employee expense reports to ensure accuracy and compliance with company policies.

Executive Assistance

• Manage calendars for senior executives including scheduling meetings calls and appointments.
• Prepare meeting agendas briefing documents and presentation materials.
• Record and track action items from meetings; follow up to ensure timely completion.
• Coordinate document approvals and obtain necessary signatures.
• Notarize documents as needed.
• Provide project support to senior leadership on an ad hoc basis.

Qualifications

• 35 years of experience in office administration executive assistance or a similar role.
• Strong organizational skills with exceptional attention to detail.
• Excellent interpersonal and communication abilities.
• Proactive problem-solver with a service-oriented mindset.
• Tech-savvy and comfortable managing vendor and IT coordination.
• Proficient in Microsoft Office Suite.
• NYS Notary Public (or willing to obtain).
• Discretion and professionalism when handling confidential information.

Physical Requirements

Sitting:

Prolonged periods of sitting at a desk are typical for this role.

Standing and walking:

Occasional periods of standing and walking are required for tasks like moving between offices or fetching supplies.

Lifting and carrying:

The ability to lift and carry objects up to 25 to 40 pounds is often necessary especially for items like reams of paper or boxes of supplies.

Fine motor skills:

Using hands for repetitive tasks is includes using a computer handling paperwork and operating other office equipment.

Vision:

Specific vision abilities are often required such as close and distance vision the ability to adjust focus and color vision for tasks like reading documents and viewing computer screens.

Hearing and speech:

The ability to hear and speak clearly to communicate with colleagues clients and vendors is essential

Environment

office