Executive Assistant & Operations Partner

We are seeking an experienced Executive Assistant & Operations Partner to join Pillar Health Solutions in a full-time, remote role. This position requires a proactive Operations Lead who can build, manage, and continuously enhance the operational framework supporting our growing healthcare business. You will collaborate closely with leadership and take ownership of workflows that connect physician partners, practice staff, patients, dietitians, exercise professionals, and internal teams. The role involves hands-on problem-solving, process improvement, and implementing automation to streamline operations and improve overall efficiency. The hourly rate ranges from $6 to $7, with the final rate determined during the interview process.

Key Responsibilities

Executive Support & Project Management:
Work directly with leadership to organize priorities, coordinate projects, manage follow-ups, and ensure deadlines are met. Translate leadership discussions and decisions into actionable plans, coordinating with stakeholders and tracking progress. Prepare meeting summaries, presentations, reports, and other business materials to support effective decision-making.

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

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

Required Qualifications

- Minimum of 2 years’ experience in operations, program management, or client success.
- Proven ability to own processes and outcomes rather than just completing assigned tasks.
- Strong understanding of patient scheduling, provider coordination, documentation, healthcare administrative workflows, and service operations.
- Demonstrated skills 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 and strong communication skills when 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.
- Comfortable learning new tools, systems, workflows, and processes independently.
- Practical experience leveraging AI, automation, or technology to enhance business processes.

Preferred Qualifications

- Experience supporting US 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 working with EHR/EMR systems, scheduling platforms, CRM tools, telehealth systems, or patient communication platforms.
- Experience coordinating or managing remote healthcare teams.
- Experience with physician practice onboarding, account management, or client success.
- Proven 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 deep understanding of Pillar’s end-to-end operating model and creating clear visibility into how physician practices, patients, providers, documentation, billing, and internal workflows interconnect. You will identify key operational bottlenecks, improve workflows, strengthen accountability, establish meaningful reporting, and reduce recurring issues. Ultimately, you will help build a scalable operating system that supports growth without increasing operational complexity, ensuring a reliable experience for physician practices, smooth patient journeys, well-supported providers, and transparent leadership oversight.