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 eager to lead and optimize the operational functions within a growing healthcare organization. You will collaborate closely with leadership to manage workflows that connect physician partners, practice staff, patients, and various healthcare professionals. The position requires a hands-on approach to problem-solving, process improvement, and operational management, with a focus on creating efficient systems that support growth and enhance patient and provider experiences.

Key Responsibilities

- Executive Support & Project Management: Partner with leadership to organize priorities, coordinate projects, and ensure timely completion of critical tasks. Translate leadership discussions into actionable plans, engage stakeholders, and track progress. Prepare meeting summaries, presentations, and reports to facilitate informed decision-making.

- Business Operations & Process Improvement: Oversee daily operations involving physician practices, patients, and internal teams to maintain smooth communication and resolve issues promptly. Support onboarding, patient scheduling, provider coordination, and healthcare administrative workflows. Identify inefficiencies, address recurring problems, 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 uncover trends and provide actionable insights to leadership. Utilize AI tools and automation to streamline repetitive tasks, enhance reporting accuracy, and improve overall operational 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 understanding of patient scheduling, provider coordination, healthcare documentation, and service operations.

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

- Excellent organizational, analytical, and problem-solving skills with strong attention to detail, especially when handling sensitive patient and billing information.

- Exceptional written and verbal communication skills, comfortable engaging with physicians, practice staff, healthcare professionals, patients, and senior leadership.

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

- Ability to manage multiple priorities in a fast-paced, evolving environment and quickly learn new tools and processes.

- Practical experience leveraging AI, automation, or digital technologies to enhance business operations.

Preferred Qualifications

- Experience supporting U.S. medical practices or healthcare organizations, particularly in telehealth, nutrition, wellness, chronic care, or preventive health.

- Familiarity with healthcare insurance processes, including eligibility, reimbursement, billing, claims, or revenue-cycle workflows.

- Knowledge of EHR/EMR systems, scheduling platforms, CRM tools, telehealth systems, or patient communication platforms.

- Background in coordinating or managing remote healthcare teams.

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

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

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

Success in this role means quickly gaining a comprehensive understanding of Pillar’s operating model and creating transparency across physician practices, patient journeys, provider support, documentation, and billing workflows. You will identify and alleviate operational bottlenecks, enhance workflows, improve accountability, and establish meaningful reporting systems. Ultimately, you will help build a scalable operation that delivers consistent, reliable experiences for physician practices and patients alike, supports providers effectively, and provides leadership with clear visibility—all while minimizing manual interventions as the organization grows.