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 healthcare operations and eager to build, manage, and enhance the operational framework supporting physician partners, practice staff, patients, and internal teams. You will work closely with leadership to streamline workflows, resolve issues, and implement practical solutions that drive efficiency and improve patient and provider experiences. The position offers an hourly rate of $6 to $7, with the final rate determined during the interview process.

Key Responsibilities

- Executive Support & Project Management: Collaborate with leadership to prioritize tasks, coordinate projects, and ensure deadlines are met. Translate leadership discussions into actionable plans, coordinate with stakeholders, and track progress. Prepare meeting summaries, presentations, and reports to support decision-making.

- Business Operations & Process Improvement: Oversee daily operations involving physician practices, patients, healthcare providers, and internal teams. Facilitate practice onboarding, patient scheduling, provider coordination, and healthcare administrative workflows. Identify inefficiencies, resolve recurring issues, and develop or refine SOPs, checklists, and standardized processes.

- Reporting, Technology & AI Automation: Maintain and update spreadsheets, dashboards, trackers, and performance reports to monitor key operational metrics. Analyze data to identify trends and provide actionable insights to leadership. Utilize AI tools and automation to streamline repetitive tasks and enhance overall business efficiency.

Required Qualifications

- Minimum of 2 years’ experience in operations, program management, or client success with a focus on owning processes and outcomes beyond administrative tasks.

- Strong understanding of patient scheduling, provider coordination, healthcare documentation, and administrative workflows.

- Proven ability to identify operational problems, investigate root causes, and implement effective solutions independently.

- Excellent organizational, analytical, and problem-solving skills.

- Proficient written and spoken English with strong communication skills, comfortable engaging with physicians, practice staff, healthcare professionals, patients, and senior leadership.

- Experience creating or improving SOPs, workflows, dashboards, or operational systems.

- High attention to detail, especially when handling patient information, billing, and operational data.

- Ability to manage multiple priorities in a fast-paced, evolving environment.

- Comfortable learning new tools, systems, and workflows independently.

- Practical experience leveraging AI, automation, or technology to improve business processes.

Preferred Qualifications

- Experience supporting US-based medical practices or healthcare organizations.

- Familiarity with telehealth, nutrition, wellness, chronic care, preventive health, exercise programs, or virtual healthcare services.

- Knowledge of 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.

- Background in coordinating or managing remote healthcare teams.

- Experience in physician practice onboarding, account management, or client success roles.

- Proven track record of building processes or operations within early-stage or rapidly growing companies.

- Previous responsibility for operational KPIs, service-level metrics, or business performance reporting.

What Success Looks Like

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, and billing workflows. You will identify and resolve key operational bottlenecks, enhance workflows, strengthen accountability, and establish meaningful reporting that reduces recurring issues. Over time, you will contribute to building an operating system that supports significant growth in physician practices and patient volume without proportional increases in operational complexity. The ultimate objective is to create a seamless operation where physician practices receive consistent support, patients experience smooth program navigation, providers are well-supported, leadership has clear visibility into performance, and manual interventions decrease as the company scales.