Executive Assistant & Office Manager

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.

Responsibilities

• CEO Executive Support

• Manage the CEO's 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 CEO's 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.

• Cook up 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.

• Aid in the 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 CEO's 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 CEO's most important relationships.

• Coordinate gifts, acknowledgments, and personal touchpoints on behalf of the CEO for key stakeholders, partners, and clients.

• Represent the CEO's office with professionalism and warmth in all external interactions.

Requirements

• 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.

Bonus

• Bachelor's degree or equivalent professional experience.

Benefits

• Competitive base salary commensurate with experience: $120,000 - $160,000

• Annual performance bonus

• Equity/RSU participation

• Comprehensive health, dental, and vision benefits

• 401(k) with company match

• Flexible PTO and paid holidays

Company Information

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 — it's a tech company revolutionizing healthcare.