Job Description

Executive Assistant & Operations Partner

Remote | Full-time | 40-hours/week

Rate: $6 to $7/hour, with the final rate to be determined during the final interview.

About the Role

We are looking for an Operations Lead who can build, run, and continuously improve the operational engine behind Pillar Health Solutions.

This is a highly hands-on role for someone who is comfortable working in a growing healthcare business where processes are still evolving.

You will work closely with leadership and take ownership of the workflows connecting physician partners, practice staff, patients, dietitians, exercise professionals, and internal support teams.

You may be investigating why patients are not scheduling, improving a referral workflow, resolving a practice issue, reviewing operational data, building a new process, creating an SOP, coordinating provider capacity, or implementing automation to eliminate repetitive work.

We are looking for someone who does not simply identify problems. You should be able to determine why they are happening, create a practical solution, implement it, and measure whether the solution worked.

What You Will Do

1. Executive Support & Project Management

• Work closely with leadership to organize priorities, coordinate projects, manage follow-ups, and ensure important tasks and deadlines are completed.
• Turn leadership discussions, ideas, and decisions into clear action plans, while coordinating with stakeholders and tracking progress.
• Prepare meeting summaries, presentations, reports, and other business materials to support leadership and decision-making.

2. Business Operations & Process Improvement

• Coordinate daily operational activities involving physician practices, patients, healthcare providers, and internal teams, ensuring smooth communication and timely resolution of concerns.
• Support practice onboarding, patient scheduling, provider coordination, documentation, and other healthcare administrative workflows.
• Identify operational inefficiencies, resolve recurring issues, and create or improve SOPs, checklists, templates, and standardized processes.

3. Reporting, Technology & AI Automation

• Maintain spreadsheets, dashboards, trackers, and performance reports to monitor operational activities, business priorities, and key performance indicators.
• Analyze operational data, identify trends or potential issues, and provide leadership with actionable insights and recommendations.
• Leverage AI tools, automation, and digital platforms to streamline repetitive tasks, improve reporting, and increase overall business efficiency.

What We Are Looking For

Required Qualifications

• 2+ years of experience in operations, program management and client success
• Experience owning processes and outcomes rather than only completing assigned administrative tasks.
• Strong understanding of patient scheduling, provider coordination, documentation, healthcare administrative workflows, and service operations.
• Demonstrated ability to identify operational problems, investigate root causes, and independently implement solutions.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written and spoken English.
• Strong communication skills and confidence interacting with physicians, practice staff, healthcare professionals, patients, and senior leadership.
• Experience creating or improving SOPs, workflows, dashboards, trackers, or operational systems.
• Strong attention to detail, particularly when working with patient information, documentation, billing information, and operational data.
• Ability to manage multiple priorities in a fast-moving, changing, or early-stage environment.
• Comfortable learning unfamiliar tools, systems, workflows, and processes independently.
• Practical experience using AI, automation, or technology to improve business processes.

Highly Preferred

• Experience supporting US medical practices or healthcare organizations.
• Experience 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.
• Experience building processes or operations within an early-stage or rapidly growing company.
• Previous ownership of operational KPIs, service-level metrics, or business performance reporting.

What Success Looks Like

During your first few weeks, success will mean developing a strong understanding of Pillar's end-to-end operating model and creating clear visibility into how physician practices, patients, providers, documentation, billing, and internal workflows connect.

You will identify the biggest operational bottlenecks, improve patient and practice workflows, strengthen accountability, establish meaningful operational reporting, and reduce recurring operational issues.

Over time, you will help build an operating system capable of supporting substantially more physician practices, patients, and providers without operational complexity increasing at the same rate as the business.

The ultimate goal is simple:

Create an operation where physician practices receive a reliable experience, patients move through the program smoothly, providers have the support they need, leadership has visibility into performance, and fewer problems require manual intervention as Pillar grows.