Personal Executive Assistant to CEO (Remote)

Position Overview

SaveLife.AI is seeking an exceptional Personal Executive Assistant to support Dr. Junaid Kalia, CEO and Founder. This pivotal role serves as the operational backbone for our visionary leader, managing complex priorities and creating efficient systems that enable Dr. Kalia to focus on advancing our mission of transforming healthcare through AI innovation. The ideal candidate will be a proactive problem-solver who thrives in a dynamic environment where attention to detail and discretion are paramount.

About SaveLife.AI

SaveLife.AI (formerly NeuroCareAI) is a pioneering global healthcare AI company delivering multimodal AI solutions that transform patient care through advanced computer vision and LLM-driven insights. Founded by Dr. Junaid Kalia, a neurologist specializing in neurocritical care, stroke, and epilepsy, our company is at the forefront of integrating AI-driven solutions into healthcare systems worldwide.

Our mission is to democratize AI in healthcare globally, making cutting-edge technology accessible to healthcare providers and ultimately improving patient outcomes through more accurate, efficient, and personalized care solutions.

Core Responsibilities

• ⓘ View potential timezone restrictions

  Calendar & Schedule Management: Maintain a complex, ever-evolving calendar with meticulous attention to detail; coordinate international meetings across multiple time zones; ensure the CEO has sufficient preparation and transition time between commitments

• Communication Management: Filter, prioritize, and respond to emails, calls, and messages; draft correspondence on behalf of the CEO; serve as first point of contact for internal and external stakeholders

• Travel Coordination: Arrange comprehensive domestic and international travel itineraries, including flights, accommodations, ground transportation, and detailed agendas; potentially accompany the CEO on business trips to provide on-site support

• Meeting Preparation & Follow-up: Prepare briefing materials, coordinate necessary resources, take notes, and ensure follow-up actions are tracked to completion; manage pre-meeting communications with participants

• Notion.so & Google Workspace Administration: Maintain and optimize the CEO's Notion workspace; create and manage documentation, projects, and knowledge bases; develop efficient systems for information retrieval

• Occasional Meeting Representation: Attend meetings on behalf of Dr. Kalia when appropriate, taking detailed notes and communicating key information; liaise with senior management and board members

• Special Projects Management: Coordinate cross-functional initiatives and handle confidential matters with discretion; assist in planning and executing strategic projects

• Administrative Support: Manage expenses, prepare reports, and handle other administrative functions to ensure smooth operations; process invoices and maintain financial records as needed

• Documentation & Process Improvement: Develop and maintain efficient systems and workflows to optimize the CEO's productivity; create standard operating procedures for recurring tasks

• Board Meeting Coordination: Prepare agendas, compile board materials, and coordinate logistics for board meetings; follow up on action items and board decisions

• Research & Analysis: Conduct background research on potential partners, competitors, or healthcare AI developments; prepare concise briefings and reports to support decision-making

• External Relationship Management: Help maintain relationships with key stakeholders, including investors, partners, and industry leaders; coordinate follow-ups from networking events

• Crisis Management Support: Assist in coordinating responses to urgent situations; ensure the CEO has necessary information and resources during high-pressure scenarios

• Personal Task Management: Handle appropriate personal matters with discretion to help maintain work-life balance; manage personal appointments and family commitments as requested

• Recruitment & HR Coordination Post job openings, review applications, conduct CV screenings, and schedule interviews Coordinate onboarding, workspace readiness, and documentation with People & Culture Maintain HR records, benefits programs (e.g., fuel card administration), and liaise with legal for hiring documentation

Required Qualifications

• Bachelor's degree in Business Administration, Healthcare Administration, or related field
• 3+ years of experience as an executive assistant, preferably in healthcare, technology, or a fast-paced startup environment
• Advanced proficiency in Notion.so, including database creation, workspace organization, and template development
• Exceptional English communication skills (reading, writing, and speaking) at the OA level or higher
• Expert-level proficiency with productivity tools including Google Workspace, Microsoft Office, and project management platforms
• Demonstrated ability to handle confidential information with absolute discretion
• Availability to work Monday-Thursday, 4:00 AM-2:00 PM CST (US Central Standard Time)
• Willingness to observe US holidays rather than Pakistan holidays

Preferred Skills & Attributes

• Understanding of healthcare terminology and the AI/technology landscape
• Experience supporting C-level executives in global organizations
• Ability to anticipate needs and proactively solve problems before they arise
• Exceptional organizational skills with meticulous attention to detail
• Strong emotional intelligence and cultural sensitivity
• Adaptability and resilience in a rapidly changing environment
• Professional demeanor with a calm, unflappable disposition
• Self-motivated with the ability to work independently while maintaining clear communication
• Experience with virtual collaboration tools and managing remote workflows

What We Offer

• Opportunity to work directly with a visionary leader in healthcare AI
• Front-row seat to innovative developments transforming global healthcare
• Professional growth through exposure to high-level business operations and strategic initiatives
• Competitive compensation package with performance incentives
• Remote work flexibility with state-of-the-art digital collaboration tools
• Professional development opportunities and mentorship
• Being part of a purpose-driven organization making meaningful impact in healthcare worldwide
• Collaborative, inclusive culture that values diverse perspectives and innovative thinking

SaveLife.AI is an equal opportunity employer committed to building a diverse team that represents a variety of backgrounds, perspectives, and skills. We encourage applications from candidates of all backgrounds who are excited about our mission to democratize AI in healthcare globally.