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 building and optimizing operational processes within a growing healthcare business. You will collaborate closely with leadership to manage workflows that connect physician partners, practice staff, patients, dietitians, exercise professionals, and internal teams. Your focus will be on identifying operational challenges, developing practical solutions, implementing improvements, and measuring their effectiveness to enhance overall efficiency.

Key Responsibilities

Executive Support & Project Management:
- Partner with leadership to organize priorities, coordinate projects, manage follow-ups, and 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 decision-making.

Business Operations & Process Improvement:
- Oversee daily operations 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 issues, and develop or enhance SOPs, checklists, templates, and standardized processes.

Reporting, Technology & AI Automation:
- Maintain spreadsheets, dashboards, trackers, and performance reports to monitor operational activities and key performance indicators.
- Analyze operational data to identify trends or potential problems, providing actionable insights to leadership.
- Utilize AI tools, automation, and digital platforms to streamline repetitive tasks, improve reporting, and increase business efficiency.

Required Qualifications
- Minimum of 2 years’ experience in operations, program management, or client success roles.
- Proven ability to own processes and outcomes beyond routine administrative tasks.
- Strong understanding of patient scheduling, provider coordination, healthcare documentation, and service operations.
- Demonstrated skill in identifying operational problems, investigating root causes, and independently implementing solutions.
- Excellent organizational, analytical, and problem-solving abilities.
- 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, 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 comfortable with adopting new tools, systems, and workflows 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.
- Involvement in physician practice onboarding, account management, or client success.
- Experience 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 establishing clear visibility into how physician practices, patients, providers, documentation, billing, and internal workflows interconnect. You will identify major operational bottlenecks, improve workflows, strengthen accountability, establish meaningful reporting, and reduce recurring issues. Ultimately, you will help build a scalable operating system that supports growth without increasing operational complexity, ensuring reliable experiences for physician practices, smooth patient journeys, adequate provider support, and leadership visibility with minimal manual intervention.