Office Manager & Executive Assistant

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. The holding company primarily performs asset management, actuarial, accounting, and other oversight functions on behalf of A‑CAP’s insurers and third‑party clients. It also provides strategic and operational support to A‑CAP’s portfolio companies and subsidiaries, proactively formulates new investment strategies, oversees external financing and acquisition activities, and provides modeling support for insurer liabilities and capital.

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 key position thrives in a fast‑paced, high‑performing environment and is passionate about delivering exceptional support.

• Serve as gatekeeper to CEO and CLO, managing complex calendars 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, and 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.

• 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.

• 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 services.
• Employee support
  :
  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.
• Resourcefulness with evolving technology.

• Experience
  : 5+ years in a combination of executive support and office management, with proven experience supporting C‑level executives.
• Education
  :
  Bachelor’s degree preferred or equivalent relevant experience.
• Professionalism
  :
  High level of discretion, diplomacy, and confidentiality in all matters.
• Organization
  :
  Exceptional time management, ability to multitask, and attention to detail.
• Communication
  :
  Excellent verbal and written skills; ability to present information clearly and concisely.
• Technology Skills
  :
  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…