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 framework of a growing healthcare company. You will collaborate closely with leadership to manage workflows involving physician partners, practice staff, patients, dietitians, exercise professionals, and internal teams. Your focus will be on identifying operational challenges, designing practical solutions, implementing improvements, and measuring their effectiveness to ensure seamless healthcare delivery and business efficiency.

Key Responsibilities

- Executive Support & Project Management: Collaborate with leadership to prioritize tasks, coordinate projects, and manage follow-ups to 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 materials to support informed decision-making.

- Business Operations & Process Improvement: Oversee daily operations involving physician practices, patients, healthcare providers, and internal teams to maintain 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 operational activities and key performance indicators. Analyze data to detect trends or issues 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 beyond routine administrative tasks.

- Strong knowledge of patient scheduling, provider coordination, documentation, 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 refining 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 responsibility for operational KPIs, service-level metrics, or business performance reporting.

Success in this role will be demonstrated by quickly gaining a comprehensive understanding of Pillar’s operating model and creating transparency across physician practices, patient journeys, provider support, documentation, billing, and internal workflows. You will identify 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 progression, strong provider support, and clear leadership visibility with minimal manual intervention.