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 lead who thrives in a dynamic healthcare environment and is passionate about building and refining the operational framework that supports physician partners, practice staff, patients, and internal teams. You will play a critical role in managing workflows, resolving issues, and driving process improvements to ensure seamless coordination across all stakeholders. The position offers a rate of $6 to $7 per hour, with the final rate determined during the interview process.

Key Responsibilities

- Executive Support & Project Management: Collaborate closely with leadership to organize priorities, coordinate projects, and manage follow-ups. Translate leadership discussions and decisions into actionable plans, coordinate with stakeholders, and track progress. Prepare meeting summaries, presentations, reports, and other 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 enhance SOPs, checklists, templates, and standardized processes.

- Reporting, Technology & AI Automation: Maintain and update spreadsheets, dashboards, trackers, and performance reports to monitor operations and key performance indicators. Analyze operational data to identify trends and provide actionable insights to leadership. Utilize AI tools, automation, and digital platforms to streamline repetitive tasks, improve reporting, and boost overall 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 completing assigned tasks.
- Strong understanding 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 in written and spoken English with strong communication skills and confidence in 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 U.S. 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 in 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 comprehensive understanding of Pillar’s end-to-end operating model and creating transparency around how physician practices, patients, providers, documentation, billing, and internal workflows interconnect. You will identify key bottlenecks, enhance workflows, strengthen accountability, establish meaningful reporting, and reduce recurring operational issues. Ultimately, you will help build an operational system that supports growth without increasing complexity, ensuring a reliable experience for physician practices, smooth patient journeys, well-supported providers, and clear leadership visibility—all while minimizing manual interventions as the company scales.