Executive Assistant to the CEO

About AIFIAN

AIFIAN is at the forefront of transforming real-world asset investment globally. Our mission is to democratize access to smart investment opportunities, leveraging advanced technology to bridge traditional finance and modern accessibility. Following our successful soft launch in Taiwan in 2023, focusing on the burgeoning market of liquor investments, we've captured significant enthusiasm. As we prepare to scale our operations internationally, we're expanding our team to champion AIFIAN's vision worldwide.

About the Role

We’re looking for a sharp, proactive Executive Assistant to partner closely with our CEO and help maximize his time, energy, and focus. Your job isn’t just to keep things organized — it’s to think one step ahead, make small decisions on his behalf, and remove anything that doesn’t require his direct attention.

You’ll handle everything from managing travel logistics to prioritizing his inbox, coordinating meetings, following up with stakeholders, and keeping things moving behind the scenes. You’ll need to be resourceful, discreet, detail-obsessed, and confident making small but important judgment calls every day. If you’re someone who takes pride in quietly making high performers even more effective, we’d love to meet you.

This is not a back-office admin job — this is a hands-on, high-trust role where you’ll have direct impact on the CEO’s productivity and focus.

What You'll Do

• Work closely with the CEO to manage his schedule, prioritize meetings, and protect focus time.
• Plan and coordinate both domestic and international travel, including researching routes, transport options, and making real-time judgment calls on logistics.
• Make small decisions on behalf of the CEO to reduce decision fatigue (e.g. which vendor to use, which meeting to prioritize, how to follow up).
• Prepare meeting materials and ensure the CEO is briefed, on time, and ready for all interactions.
• Track and follow up on action items from meetings and conversations — you’re the person who makes sure things don’t fall through the cracks.
• Communicate with internal teams and external stakeholders on the CEO’s behalf with clarity, tact, and professionalism.
• Assist with data organization, light reporting, and ad hoc project coordination when needed.
• Handle urgent or last-minute tasks calmly and efficiently, solving problems as they arise.

What We Look For

• At least 2 years of experience in executive support, operations, or a similar fast-paced role.
• Strong judgment and common sense — you know when to ask, when to act, and when to escalate.
• Quick-thinking and adaptable — able to shift gears easily and keep up in a fast-moving environment.
• Meticulous attention to detail, especially when it comes to logistics, scheduling, and communication.
• Highly organized, with excellent time management and prioritization skills.
• Tech-savvy and comfortable using tools like Google Workspace, Notion, Slack, and calendar management tools.
• Fluent in Mandarin and English, with excellent communication skills in both.
• Someone who takes pride in making things smoother, easier, and more effective for others — and doesn’t mind working behind the scenes to make it happen.

At AIFIAN, we foster a collaborative environment devoid of traditional hierarchies. Titles and tenure are set aside as we let our accomplishments speak for themselves. We operate as a united team with a shared objective, constantly pushing each other to excel. Every team member is regarded as a decision-maker, holding autonomy and trust. We believe in the capability of our partners to shoulder responsibilities and contribute their best efforts.