Office Manager & Executive Assistant

A-CAP Services LLC • Miami, FL

99d

About The Position

A-CAP is a rapidly growing organization that owns and operates multiple insurance companies and ancillary insurance businesses and has over $10 billion of total invested assets. This opening is with the holding company, which primarily performs asset management, actuarial, accounting, and other oversight functions on behalf of A-CAP’s insurers and third-party clients. This group also provides strategic and operational support to A-CAP’s portfolio companies/subsidiaries, proactively formulates new investment strategies, oversees external financing and acquisition activities, and provides modeling support for insurer liabilities and capital. On the insurance product side, A-CAP’s primary lines of business are traditional fixed and equity-indexed annuities, with additional business in whole life insurance, Medicare supplement, and hospital indemnity products. A-CAP insurers originate over $2 billion of new premium annually. We’re looking for a dynamic, highly organized Office Manager & Executive Assistant to support our CEO, Chief Legal Officer, and Executive Team while managing the daily operations of our newly opened Miami office. This is a key position for someone who thrives in a fast-paced, high performing environment and is passionate about delivering exceptional support. In this role you’ll wear many hats involving high-level executive assistance, hands-on office management, proactive problem solving, and requiring flexibility and discretion. At A-CAP, you’ll be part of a tight-knit, mission-driven team where your contributions have real impact. You’ll support leaders who value precision, trust, and initiative, while helping shape a workplace that reflects excellence and energy. If you’re excited by making things run smoothly and being the go-to person for getting things done, we want to hear from you!

Requirements

• 5+ years in a combination of executive support and office management, with proven experience supporting C-level executives.
• Bachelor’s degree preferred or equivalent relevant experience.
• High level of discretion, diplomacy, and confidentiality in all matters.
• Exceptional time management, ability to multitask, and attention to detail.
• Excellent verbal and written skills; ability to present information clearly and concisely.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint); ability to quickly learn additional systems (conferencing tools, etc.) and provide on-site assistance to remote IT support teams.
• Proactive, analytical, resourceful and solution-focused mindset.
• Ability to work independently, make sound judgments, and manage competing priorities.
• Strong interpersonal skills, and customer service mindset.
• Thrives in a fast-paced, dynamic, and sometimes stressful environment.

Responsibilities

• Serve as gatekeeper to CEO and CLO, managing complex calendars, prioritizing requests, and ensuring seamless daily operations.
• Coordinate meetings and logistics for Executives and Board of Directors, including preparation of agenda, meeting decks, and on-site support.
• Handle a range of administrative tasks including drafting confidential correspondence, documents, presentations and reports.
• Manage contact lists.
• Coordinate travel and submit expense reporting.
• Gather and organize materials for meetings.
• Attend meetings and events as needed; take meeting minutes when requested, capturing actionable and follow-up items.
• Support cross-department initiatives, including event coordination and special projects.
• Receive and welcome visitors and guests while maintaining compliance with security protocols.
• Oversee daily office operations to ensure a welcoming and professional environment.
• Maintain office space and facilities, coordinate repairs, manage vendors, and oversee office equipment and supplies.
• Partner with HR on office layout planning, seating arrangements and internal moves.
• Negotiate purchase of office supplies, equipment, and services in line with budgetary guidelines.
• Partner with HR on onboarding/offboarding coordination and employee experience.
• Partner with HR to organize events, office celebrations, and employee engagement activities to support team engagement and culture.
• Manage incoming mail and packages, interoffice communication and general phone inquiries.
• Provide executive support with direct troubleshooting, and coordination with remote IT support.
• Support HR and remote IT team with desktop setup, workstation configuration, and software installation for onboarding employees.
• Support A/V functions including video-conferencing equipment, video-walls, streaming services.
• Act as a liaison between on-site employees and IT for troubleshooting technical issues, while ensuring compliance with A-CAP's cybersecurity protocols during equipment handling.

Benefits

• Competitive salary/base pay
• Employer-sponsored medical, dental, and vision insurance
• Paid Life & AD&D Insurance (for employees and families)
• Paid Disability Insurance (STD + LTD)
• Paid Parental Leave
• Paid Vacation and Sick Leave
• Paid Holidays (13 scheduled in 2025)
• Voluntary Supplemental Insurance policies
• Safe Harbor 401(k) plan with employer match
• And other benefits and perks!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Bachelor's degree
• Number of Employees: 11-50 employees