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 ready to take ownership of operational workflows within a growing healthcare organization where processes are evolving. You will collaborate closely with leadership to manage and improve the connections between physician partners, practice staff, patients, and internal teams. Your focus will be on diagnosing operational challenges, designing practical solutions, implementing improvements, and measuring their effectiveness to ensure smooth and efficient healthcare delivery.

Key Responsibilities

- Executive Support & Project Management: Collaborate with leadership to prioritize tasks, coordinate projects, and track progress. Translate leadership discussions into actionable plans, prepare meeting summaries, presentations, and reports to facilitate informed decision-making.

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

- Reporting, Technology & AI Automation: Maintain and update spreadsheets, dashboards, and performance trackers to monitor key metrics. Analyze operational data to uncover trends and provide actionable insights. Utilize AI tools and automation to streamline repetitive tasks, improve reporting accuracy, and boost overall 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 duties.
- Strong understanding of patient scheduling, provider coordination, healthcare administrative workflows, and service operations.
- Skilled in identifying operational problems, conducting root cause analysis, and independently implementing solutions.
- Excellent organizational, analytical, and problem-solving capabilities.
- Proficient in written and spoken English with strong communication skills, comfortable engaging with physicians, practice staff, patients, and senior leadership.
- Experience developing or improving SOPs, workflows, dashboards, and 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, able to quickly adapt to new tools, systems, and processes.
- Practical experience leveraging AI, automation, or technology to enhance business operations.

Preferred Qualifications

- Experience supporting U.S.-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 management.
- Hands-on experience with EHR/EMR systems, scheduling platforms, CRM tools, telehealth systems, or patient communication platforms.
- Experience managing or coordinating remote healthcare teams.
- Involvement in physician practice onboarding, account management, or client success.
- 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 means quickly gaining a comprehensive understanding of Pillar’s operating model and creating transparency across physician practices, patient journeys, provider coordination, documentation, and billing workflows. You will identify and resolve operational bottlenecks, enhance workflows, improve accountability, and establish meaningful reporting. Ultimately, you will help build a scalable operating system that supports growth without increasing complexity, ensuring reliable experiences for physician practices, smooth patient progression, adequate provider support, and clear leadership visibility with fewer manual interventions.