Office Manager & Executive Assistant

Were 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 this role youll wear many hats involving high-level executive assistance hands-on office management proactive problem solving and requiring flexibility and discretion.

At A-CAP youll be part of a tight-knit mission-driven team where your contributions have real impact. Youll support leaders who value precision trust and initiative while helping shape a workplace that reflects excellence and energy. If youre excited by making things run smoothly and being the go-to person for getting things done we want to hear from you!

• 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.

• 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 streaming services
• Employee support: Act as a liaison between on-site employees and IT for troubleshooting technical issues while ensuring compliance with A-CAPs 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: Bachelors 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 support teams.
• Problem Solver: Proactive analytical resourceful and solution-focused mindset.
• Good Judgement: Ability to work independently make sound judgments and manage competing priorities.
• Team Player: Strong interpersonal skills and customer service mindset.
• Adaptability: Thrives in a fast-paced dynamic and sometimes stressful environment.

BENEFITS:

A-CAP works hard to create a positive and supportive environment. Thats why we offer great benefits to safeguard the health and well-being of our employees. Our comprehensive benefits package includes:

• Competitive compensation programs
• 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
• Voluntary Supplemental Insurance
• Safe Harbor 401(k) plan with employer match
• And other benefits and perks!

POSITION TYPE AND EXPECTED HOURS OF WORK

This is a full-time position. Days and hours of work are Monday through Friday 9:00 a.m. to 6:00 p.m. 40 hours weekly or as otherwise arranged with the manager of the department.

US work authorization is required.

Who We Are: Statement

A-CAP is an Equal Opportunity Employer and does not discriminate in recruiting hiring promotion or any other personnel action based on the basis of race ethnicity national origin color sex gender gender identity or expression sexual orientation religion age disability veteran status or any other basis covered by appropriate law. We comply with the laws and regulations set forth in the Know Your Rights poster. All employment is decided on the basis of qualifications merit and business need. To request an accommodation contact and we will make every effort to respond to your request within 48 business hours to work towards a positive solution.

Disclaimer:

The above is intended to describe the general content of and requirements for the performance of this job. It should not be construed as an exhaustive statement of duties responsibilities or physical requirements. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.