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 refine the operational framework of a growing healthcare organization. You will collaborate closely with leadership and various teams to streamline workflows involving physician partners, practice staff, patients, dietitians, exercise professionals, and internal support. Your focus will be on identifying operational challenges, developing practical solutions, implementing improvements, and measuring their effectiveness to ensure smooth and efficient healthcare delivery.

Key Responsibilities

- Executive Support & Project Management: Partner with leadership to organize priorities, coordinate projects, and manage follow-ups to ensure timely completion of key tasks. Translate leadership discussions and decisions into actionable plans, liaising with stakeholders and tracking progress. Prepare meeting summaries, presentations, reports, and other materials to support informed decision-making.

- Business Operations & Process Improvement: Oversee daily operational activities across physician practices, patients, healthcare providers, and internal teams to maintain effective communication and resolve issues promptly. Support practice onboarding, patient scheduling, provider coordination, documentation, and other healthcare administrative workflows. Identify inefficiencies, address 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 detect trends or potential issues, providing actionable insights to leadership. Utilize AI tools, automation, and digital platforms 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 with a focus on owning processes and outcomes rather than only completing assigned tasks.
- Strong understanding 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 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 data, and operational metrics.
- 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 with EHR/EMR systems, scheduling platforms, CRM tools, telehealth systems, or patient communication platforms.
- Experience coordinating or managing remote healthcare teams.
- Exposure to physician practice onboarding, account management, or client success.
- Experience building processes or operations within early-stage or rapidly growing companies.
- Prior 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 operations and establishing clear visibility into 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 issues. Ultimately, you will help build an operational system that supports growth without increasing complexity, ensuring reliable experiences for physician practices, smooth patient journeys, strong provider support, and clear leadership visibility with fewer manual interventions.