Executive Assistant & Operations Partner

We are seeking a proactive and detail-oriented Executive Assistant & Operations Partner to join Pillar Health Solutions in a full-time, remote capacity. This role is ideal for someone passionate about building and refining operational processes within a growing healthcare organization. You will work closely with leadership to manage workflows that connect physician partners, practice staff, patients, dietitians, exercise professionals, and internal teams. Your focus will be on identifying operational challenges, developing practical solutions, implementing improvements, and measuring their effectiveness to ensure smooth, efficient healthcare delivery.

Key Responsibilities

Executive Support & Project Management: Collaborate with leadership to organize priorities, coordinate projects, and manage follow-ups to ensure deadlines are met. Translate leadership discussions and decisions into actionable plans, engage relevant stakeholders, and track progress. Prepare meeting summaries, presentations, reports, and other materials to support informed decision-making.

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

Reporting, Technology & AI Automation: Maintain and update spreadsheets, dashboards, trackers, and performance reports to monitor key operational metrics and business priorities. Analyze data to detect trends or 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 roles.
- Proven ability to own processes and outcomes beyond routine administrative tasks.
- Strong understanding of patient scheduling, provider coordination, healthcare documentation, and service operations.
- Skilled at identifying operational problems, investigating root causes, and independently implementing effective solutions.
- Excellent organizational, analytical, and problem-solving abilities.
- Proficient in written and spoken English with strong communication skills, comfortable interacting with physicians, practice staff, healthcare professionals, patients, and senior leadership.
- Experience creating or improving 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-directed learner comfortable with new tools, systems, and workflows.
- Practical experience leveraging AI, automation, or technology to enhance business processes.

Preferred Qualifications

- Experience supporting US-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.
- Prior 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, patient journeys, provider support, documentation, billing, and internal workflows. You will identify key bottlenecks, enhance workflows, strengthen accountability, establish meaningful reporting, and reduce recurring issues. Ultimately, you will help build an operational system that supports growth without increasing complexity, ensuring reliable experiences for physician practices, smooth patient progression, adequate provider support, and clear leadership visibility—all while minimizing manual interventions as the organization expands.