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 enhance the operational framework of 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 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: Partner with leadership to prioritize tasks, coordinate projects, manage follow-ups, and ensure deadlines are met. Translate leadership discussions into actionable plans, coordinate with stakeholders, and track 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. Facilitate practice onboarding, patient scheduling, provider coordination, documentation, and other healthcare administrative workflows. Identify inefficiencies, resolve recurring issues, and develop or refine 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 operational data to identify trends and provide actionable insights to leadership. Utilize AI tools, automation, and digital platforms to streamline repetitive tasks, enhance 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 knowledge 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, comfortable 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.

- Self-motivated and capable of 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 with EHR/EMR systems, scheduling platforms, CRM tools, telehealth systems, or patient communication platforms.

- Experience coordinating or managing remote healthcare teams.

- Previous involvement in physician practice onboarding, account management, or client success.

- Experience building operational processes within early-stage or rapidly growing companies.

- Ownership of operational KPIs, service-level metrics, or business performance reporting.

Success in this role means quickly developing a comprehensive understanding of Pillar’s operating model and creating transparency across physician practices, patients, providers, documentation, billing, and internal workflows. You will identify key bottlenecks, improve workflows, enhance accountability, establish meaningful reporting, and reduce recurring issues. Ultimately, you will help build an operational system that supports growth without proportional increases in complexity, ensuring reliable experiences for physician practices, smooth patient journeys, adequate provider support, and clear leadership visibility—all while minimizing manual interventions as the business scales.