Office Manager & Executive Assistant

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JOB TITLE:

Office Manager & Executive Assistant

EMPLOYER:

A-CAP Services LLC

REPORTS TO: Chief Legal Officer

LOCATION
:
Full-Time Onsite in Miami, FL

About The Company

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.

About The Role

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!

WHAT YOU WILL DO:

Executive Assistant 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
  • Managing contact lists
  • Coordinating travel and submitting expense reporting
  • Gathering and organizing 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

Office Manager Responsibilities:

• 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

Technology Support Responsibilities:

• Executive support:
  Providing the Executive team assistance with direct troubleshooting, and coordination with remote IT support
• Onboarding/Offboarding:
  Support HR and remote IT team with desktop setup, workstation configuration, and software installation for onboarding employees
• Office technology:
  Support A/V functions including video-conferencing equipment, video-walls, streaming services
• Employee support:
  Act as a liaison between on-site employees and IT for troubleshooting…