Executive Assistant & Operations Partner

We are seeking an experienced Executive Assistant & Operations Partner to join Pillar Health Solutions in a full-time, remote capacity. This role is ideal for a hands-on Operations Lead who thrives in a dynamic healthcare environment where processes are evolving. You will work closely with leadership to manage and improve workflows that connect physician partners, practice staff, patients, dietitians, exercise professionals, and internal teams. Your focus will be on identifying operational challenges, designing practical solutions, implementing improvements, and measuring their effectiveness to ensure smooth and efficient business operations.

Key Responsibilities

Executive Support & Project Management: Collaborate with leadership to organize priorities, coordinate projects, and manage follow-ups to ensure timely completion of critical tasks. Translate leadership discussions and decisions into actionable plans, coordinate with stakeholders, and track progress. Prepare meeting summaries, presentations, reports, and other materials to support decision-making.

Business Operations & Process Improvement: Oversee daily operational activities involving physician practices, patients, healthcare providers, and internal teams to ensure seamless communication and prompt issue resolution. Support practice onboarding, patient scheduling, provider coordination, documentation, and other healthcare administrative workflows. Identify inefficiencies, resolve recurring problems, and develop or enhance SOPs, checklists, templates, and standardized processes.

Reporting, Technology & AI Automation: Maintain and update spreadsheets, dashboards, trackers, and performance reports to monitor operations and key business metrics. Analyze operational data to identify trends or potential issues and provide actionable insights to leadership. Utilize AI tools, automation, and digital platforms to streamline repetitive tasks, improve reporting accuracy, and boost overall efficiency.

Required Qualifications

- Minimum of 2 years’ experience in operations, program management, or client success.
- Proven ability to own processes and outcomes beyond routine administrative tasks.
- Strong knowledge of patient scheduling, provider coordination, healthcare documentation, and service operations.
- Demonstrated skill in identifying operational problems, investigating root causes, and independently implementing solutions.
- Excellent organizational, analytical, and problem-solving abilities.
- Proficient written and spoken English communication skills.
- Confidence in interacting with physicians, practice staff, healthcare professionals, patients, and senior leadership.
- Experience creating or refining SOPs, workflows, dashboards, trackers, or operational systems.
- High attention to detail, especially when handling patient information, documentation, billing, and operational data.
- Ability to manage multiple priorities in a fast-paced, evolving environment.
- Self-motivated learner comfortable with adopting new tools, systems, and workflows.
- Practical experience leveraging AI, automation, or technology to enhance business processes.

Preferred Qualifications

- Experience supporting U.S.-based medical practices or healthcare organizations.
- Background in telehealth, nutrition, wellness, chronic care, preventive health, exercise programs, or virtual healthcare services.
- Familiarity with healthcare insurance, eligibility, reimbursement, billing, claims, or revenue-cycle workflows.
- Experience with EHR/EMR systems, scheduling platforms, CRM tools, telehealth systems, or patient communication platforms.
- Proven ability to coordinate or manage remote healthcare teams.
- Experience in physician practice onboarding, account management, or client success.
- Track record of building processes or operations within early-stage or rapidly growing companies.
- Previous ownership of operational KPIs, service-level metrics, or business performance reporting.

Success in this role means quickly gaining a comprehensive understanding of Pillar’s end-to-end operating model and creating transparency across physician practices, patients, providers, documentation, billing, and internal workflows. You will identify key bottlenecks, enhance patient and practice workflows, strengthen accountability, establish meaningful operational reporting, and reduce recurring issues. Ultimately, you will help build a scalable operating system that supports growth without increasing complexity, ensuring reliable experiences for physician practices, smooth patient journeys, strong provider support, and clear leadership visibility with minimal manual intervention.