Executive Assistant & Office Manager

LifeMD•New York, NY

6d•$120,000 - $160,000•Onsite

About The Position

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. 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.

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

Nice To Haves

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
Bachelor's degree or equivalent professional experience
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

Responsibilities

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
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
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
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
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
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
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