The healthcare industry is evolving, and MDLIVE is at the forefront. As pioneers in Telehealth, we’re creating and implementing virtual care solutions that enable patients to see a doctor 24/7/365, using their phones, tablets, and PCs. We’re also enabling individuals to have consults with licensed therapists and psychiatrists via secure video, in privacy and comfort.

Our commitment to quality care, coupled with our adoption of the latest technologies, has created tremendous opportunities for professionals who possess a wide range of backgrounds and expertise. Explore your future while shaping the future of healthcare.

If you enjoy a fast-paced, innovative culture where you can make an impact starting on your first day, then MDLIVE might be the right place for you! We are currently seeking an Administrative Assistant and Office Manager to join our growing team in Chicago, IL!

This position reports to the Administrative Director (based in Florida) and will support the Chief People Officer (based in Chicago) and Chief Revenue Officer (based in Chicago).

What will you do?

This is not your run-off-the-mill Administrative Assistant role. As we prepare for our next phase of growth, you will act as a critical member of the Human Resources team and the Chicago office and will have the ability to participate in challenging projects as well as gain exposure to multiple areas of the business. You will also:

• Assist with employee on-boarding including but not limited to day 1 set up (laptop, cell phone, desk, key meetings) and new hire paperwork
• Coordinate travel itineraries and complete expense reports
• Schedule internal/external appointments, onsite and offsite meetings, setup conference calls, candidate interviews and maintain calendars in Microsoft Outlook
• Accrue payments to vendors and process invoices on a monthly basis; manage end-to-end process of invoicing and accruals for HR team including vendor and PO set up and invoice processing  
• Assist with HR reporting including but not limited to headcount reporting, talent acquisition reporting and talent and performance management reporting
• Assist with drafting and publishing organizational announcements
• Assist with creation, maintenance and filing of employee (permanent and temporary) records including offer letters, promotion letters, employee change forms, warnings, performance improvement plans, benefits records and other HR paperwork
• Ability to juggle multiple projects across multiple departments with superb accuracy
• Greet visitors, including VIP’s, vendors and customers.
• Create Excel spreadsheets and PowerPoint presentations
• Assist with overflow work from Director of Sales Operations and Director, Administration
• Run company errands as needed
• Prepare and modify documents including correspondence, reports, drafts, and emails
• Assist with company-wide event planning including catering, accomodations and other logistics
• Act as the Office Manager and Receptionist for the Chicago office including ordering office supplies, receiving calls and mail on behalf of team, liaising with the building staff and keeping the office organized and running smoothly

Most importantly, you will be part of an entrepreneurial, agile and fast-paced team that also knows how to have fun! Read: happy hours, meaningful involvement in the community, unlimited PTO, free coffee (#nomore3pmslump), incredible growth opportunities and of course great compensation and benefits!

Who are you?

• You have a Bachelor’s degree and 3+ years of administrative / executive assistant experience
• HR experience preferred but not required
• Ability to maintain confidential information and employee records; utmost discretion in the handling of information 
• Computer savvy and proficient in MS Office applications (MS Word, PowerPoint, Excel, Outlook)
• Ability to prioritize projects and strong problem-solving skills
• Good research skills with attention to detail
• Flexible and reliable
• Extremely organized
• Strong sense of urgency and problem-solving skills