Executive Assistant to the CEO & COO (Hawaii Based)

NOW HIRING: MIP (Most Important Person) Executive Assistant

At Tardus Wealth Strategies, we take pride in our outstanding team and are looking for our very own MIP (Most Important Person) to step into the role of Executive Assistant!

This key position supports and empowers our CEO and COO, combining the qualities of both a VIP and an MVP. We’re seeking a proactive, solutions-driven professional with exceptional communication, top-tier organizational skills, a 'do what it takes attitude' and a sharp eye for detail.

Given the changing nature of the executive landscape, we rely on our assistants for flexibility and foresight, while maintaining confidences related to high-level systems and operations.

Our Executive Assistant (MIP!!) will thrive in a dynamic, fast-paced environment, expertly managing a wide range of administrative tasks with minimal supervision. Strong prioritization, communication, and problem-solving skills are essential for success in this role, along with the ability to view feedback as an opportunity for growth rather than as criticism. Although this position is remote, our team maintains constant communication and is specifically seeking someone based in Hawaii to provide occasional onsite support for events and important responsibilities.

Key Responsibilities

• Serve as the primary point of contact for the CEO and COO.
• Manage calendars, travel and some communications.
• Provide daily calendar updates and reminders to the CEO and COO to keep them on track with meetings and appointments.
• Coordinate, cancel, and reschedule meetings, ensuring all parties are informed of changes.
• Organize and manage the preparation of meeting agendas, ensuring follow-up items are captured and assigned.
• Prepare and organize various documents, including meeting notes, contracts, and correspondence, ensuring they are shared with the appropriate team members.
• Follow up with key stakeholders (e.g., vendors, and internal team members) to ensure tasks are completed and deadlines are met.
• Manage various administrative tasks, including payroll submissions, filing quarterly reports, and processing payments for vendors and contractors.
• Communicate and coordinate with vendors as needed to manage orders, shipments, and proposals.
• Track and resolve issues related to financial matters, including follow-up on IRS payments, tax filings, and payment discrepancies.
• Manage the preparation and submission of various documents, such as 1099 forms, and insurance renewals.
• Coordinate event logistics with marketing department including scheduling and tracking podcast deliverables, vendor coordination, and ensuring proper materials are received and prepared.
• Coordinate personal tasks, including IRS payments, bill payments, and wire form processing as required.
• Assist with onsite project coordination for ongoing and upcoming tasks.

Skills And Qualifications

• Proven experience as an Executive Assistant or in a similar role, preferably supporting C-suite executives.
• Exceptional organizational skills with the ability to manage multiple tasks and deadlines.
• Strong communication skills, both written and verbal, with a keen attention to detail.
• Ability to problem-solve and take initiative in a fast-paced environment.
• Proficiency in Microsoft Office Suite, Salesforce, Planner, Trello, and other project management tools is preferred.
• Experience managing payroll and financial tasks, particularly with ADP and QuickBooks, is preferred.
• High level of professionalism and discretion when handling sensitive information.
• Ability to adapt to shifting priorities and handle unexpected tasks with ease.

Additional Requirements

• Strong ability to anticipate needs and take proactive steps to support the CEO and COO.
• Must be comfortable handling both business and personal tasks for the executives.
• Ability to work independently and prioritize tasks effectively.
• Preferably reside full time in Hawaii with the ability to meet with CEO & COO in person weekly.
• Available to support on site events at the office or local surrounding venues.

If you are an organized, proactive, and resourceful individual looking for a fast-paced role supporting top-level executives, we encourage you to apply.

Working with us is definitely not for everyone. We are on a mission to create a wealth revolution through education and coaching on unique cash flow and alternative investment strategies. This is no small feat and can only be accomplished with the right team members.

• And we’re not just looking for skills and experience, having shared values is just as important.

Here Are Ours

✅ TRUST: Having strong confidence or reliance in the company and its people.

✅ EXCELLENCE (over perfection): Strive for excellence in your work, which means doing your very best and producing great results without trying to achieve perfection, which is impossible.

✅ ACCOUNTABILITY: We are accountable to one another and our results. Whether there is a problem in our process or system, own it.

✅ COLLABORATION: The act of working as a team to solve client and company challenges and problems.

✅ SERVICE: Seek to serve others before seeking to be served. We get paid to change people's lives for the better!

✅ INNOVATION: We continually innovate our systems and processes in order to improve our offerings and retain happy clients. We innovate to streamline, improve and simplify, not complicate.

✅ GRATITUDE: Grateful people are happy people. Happy people help clients.

Who This Is NOT For

❌ You don’t consider yourself resourceful and do not like solving problems

❌ You are not a people-person and do not like working with others

❌ You are not organized and have difficulty prioritizing projects and tasks

❌ You are a slow learner and prefer not to work in a fast-paced work environment

❌ You don’t consider yourself a great communicator

If you can only commit to a few hours, this may not be for you. This remote position starts part-time and has the opportunity to grow into a full-time salaried position that includes health care benefits, a 401K, and a discounted membership in our Coaching Program.

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