Executive Assistant & Operations Partner

We are seeking a proactive Executive Assistant & Operations Partner to join Pillar Health Solutions in a full-time, remote capacity. This role is ideal for an operations leader who thrives in a dynamic healthcare environment and is eager to build, manage, and optimize the operational framework that supports physician partners, practice staff, patients, and internal teams. You will work closely with leadership to streamline workflows, resolve operational challenges, and implement practical solutions that enhance efficiency and patient experience. This position offers an hourly rate between $6 and $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, engage stakeholders, and monitor progress. Prepare meeting summaries, presentations, reports, and other materials to aid decision-making.

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

- Reporting, Technology & AI Automation: Maintain and update spreadsheets, dashboards, and performance trackers to monitor key operational metrics. Analyze data to detect trends and provide actionable insights to leadership. Utilize AI tools and automation to streamline repetitive tasks and improve 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 rather than just administrative tasks.
- Strong knowledge of patient scheduling, provider coordination, healthcare administrative workflows, and service operations.
- Proven ability to identify operational problems, investigate root causes, and independently implement effective solutions.
- Excellent organizational, analytical, and problem-solving skills.
- Proficient 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-motivated learner capable of mastering new tools, systems, and workflows independently.
- 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 working with EHR/EMR systems, scheduling platforms, CRM tools, telehealth systems, or patient communication platforms.
- Experience managing or coordinating remote healthcare teams.
- Prior involvement in physician practice onboarding, account management, or client success roles.
- Experience building operational processes within early-stage or rapidly growing companies.
- 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 operations, creating transparency across physician practices, patient journeys, provider support, documentation, and billing workflows. You will identify key bottlenecks, improve workflows, enhance accountability, establish meaningful 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 progress, strong provider support, and clear leadership visibility with fewer manual interventions.