Executive Assistant & Office Manager

About us

LifeMD is a leading provider of virtual primary care telehealth and specialized treatment programs serving hundreds of thousands of patients nationwide. Our vertically integrated platform combines 50-state licensed providers in-house pharmacy and lab integrations and proprietary technology that enables safe high-quality and affordable care.

At the heart of this transformation is our team of developers engineers and tech innovators building state-of-the-art systems that make healthcare smarter faster and more accessible. From architecting scalable backend systems to crafting intuitive user experiences we are pushing boundaries every day.

Recognized as one of the fastest-growing healthcare tech companies (#166 on Deloitte Fast 500 in 2023) LifeMD is not just a healthcare company its a tech company revolutionizing healthcare.

About the role

We are seeking an exceptionally talented and highly resourceful Executive Assistant & Office Manager to serve as the primary support for our CEO and broader executive leadership team. This is a rare opportunity for a top-tier administrative professional who thrives in a high-performance fast-moving environment and brings strategic thinking impeccable judgment and a no task is too big or too small mindset to everything they do.

This role is far more than scheduling and travel. You will be a trusted partner and force multiplier for the CEO managing a complex portfolio of professional operational personal and private business responsibilities with complete discretion and professionalism. You will also provide meaningful support to the CFO COO and Co-Founder and will own the day-to-day operations of our New York office.

The ideal candidate has supported a C-suite executive at a public company is comfortable navigating the intersection of corporate and personal life and brings a proactive solutions-first orientation to every challenge.

Responsibilities

CEO Executive Support

• Manage the CEOs complex ever-evolving calendar with strategic prioritization anticipating conflicts protecting deep-work time and ensuring the CEO is always prepared and never surprised
• Serve as the primary gatekeeper and communications hub drafting editing and managing correspondence on the CEOs behalf with board members investors partners and internal stakeholders
• Prepare detailed briefing documents talking points and background materials in advance of all key meetings calls and events
• Coordinate and manage all CEO travel domestic and international including itineraries accommodations ground transportation and contingency planning
• Track action items decisions and follow-ups from CEO meetings and ensure timely execution across internal and external parties
• Manage CEO expense reporting reconciliation and corporate card administration

Board Investor & Public Company Support

• Coordinate all logistics for board meetings board committee meetings and board materials preparation working closely with Legal and Finance.

• Support scheduling and logistics for investor meetings earnings calls and roadshows
• Maintain and organize confidential board and investor documents with meticulous attention to detail
• Assist with preparation of materials for SEC-related communications and executive filings as needed

Executive Team Support

• Provide calendar management travel coordination and administrative support to the CFO COO and Co-Founder
• Coordinate cross-functional executive meetings preparing agendas capturing notes and tracking follow-through on key decisions
• Support executive offsites leadership team retreats and company all-hands events from planning through execution
• Serve as a connective resource across the leadership team ensuring alignment and communication flow

Personal & Private Business Support

• Manage personal appointments scheduling and lifestyle needs for the CEO with the utmost discretion
• Coordinate personal travel household vendors and family-related logistics as needed
• Provide administrative and operational support for the CEOs private business ventures including scheduling correspondence and project tracking
• Handle sensitive personal matters with absolute confidentiality and professional judgment

Office Management & Operations

• Own the day-to-day operations of the New York office ensuring the environment is functional welcoming and efficiently run
• Manage vendor relationships including facilities IT supplies catering and building management
• Oversee office budget purchase orders and invoice processing
• Coordinate onboarding logistics for new executive hires and VIP guests
• Plan and execute internal company events team celebrations and executive dinners
• Serve as the primary point of contact for building management and office-related needs

Relationship & Stakeholder Management

• Build and maintain a comprehensive contacts database including relationship history preferences and key details about the CEOs most important relationships
• Coordinate gifts acknowledgments and personal touchpoints on behalf of the CEO for key stakeholders partners and clients
• Represent the CEOs office with professionalism and warmth in all external interactions

Required

• 7 years of experience as an Executive Assistant or Chief of Staff supporting a C-suite executive preferably at a public company
• Proven experience managing personal and/or private business needs for a senior executive
• Demonstrated ability to handle confidential information with absolute discretion
• Exceptional written and verbal communication skills able to write on behalf of a senior executive with professionalism and voice accuracy
• Strong organizational and project management skills with the ability to manage multiple high-priority workstreams simultaneously
• High proficiency with Google Workspace Microsoft Office Suite Slack Zoom and expense management tools (e.g. Concur Expensify)
• Experience supporting public company governance processes including board meeting coordination
• Ability to operate with a high degree of autonomy and sound judgment in a fast-paced ambiguous environment

Preferred

• Experience in a healthcare telehealth or technology company environment
• Familiarity with investor relations processes and public company compliance requirements
• Experience as both an EA and office/operations manager in a hybrid capacity
• Bachelors degree or equivalent professional experience

Beyond experience and skills we are looking for someone who embodies the following:

• Anticipatory thinking you solve problems before others know they exist
• Radical ownership you treat every responsibility as your own and follow through without reminders
• Emotional intelligence you read rooms manage up effectively and build trust with everyone you interact with
• Grace under pressure high-stakes situations bring out your best not your stress
• Loyalty and discretion you understand the weight of confidentiality and take it seriously
• Adaptability you shift between boardroom prep office logistics and personal errands without missing a beat

• Competitive base salary commensurate with experience: $120000 $160000
• Annual performance bonus
• Equity/RSU participation
• Comprehensive health dental and vision benefits
• 401(k) with company match
• Flexible PTO and paid holidays

Thisjob description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Duties responsibilities and activities may change or new ones may be assigned at any time with or without notice.

LifeMD is an Equal Opportunity Employer

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