As Hawaii's oldest and largest title companies, Title Guaranty has proudly served the islands since 1896. We are seeking a highly skilled and proactive Administrative Associate in our Downtown Corporate Office to support our Title Guaranty Executives. This role requires exceptional organizational skills, discretion, and the ability to manage a dynamic workload. You'll play a key role in overseeing complex calendars, coordinating meetings and travel, supporting internal programs and ensuring smooth day-to-day operations. You’ll play a key role in ensuring operational efficiency, supporting internal initiatives, and maintaining seamless communication across teams and external partners. If you're passionate about contributing to a legacy of excellence in Hawai'i's real estate industry, we invite you to apply.
Duties include but are not limited to:
Calendar & Meeting Management
• Schedule and coordinate meetings across internal teams, executive leadership, and external partners.
• Monitor calendars to prevent conflicts and optimize time usage.
• Coordinate logistics for meetings (room reservations, virtual links, agendas, materials).
• Track and follow up on high-priority tasks and decisions.
Inbox & Communication Support
• Draft emails for review or send on behalf of executives.
• Monitor inboxes for time-sensitive or actionable items, with discretion and confidentiality.
• Compile meeting notes and action items.
• Assist with drafting agendas and follow-up communications.
Travel & Expense Coordination
• Book flights, hotels, and transportation.
• Prepare detailed travel itineraries.
• Manage expense reports and P-card reconciliation.
Project & Program Support
• Track basic project milestones and follow up on deliverables.
• Assist with logistics and coordination for internal programs and initiatives.
• Support light research and data entry tasks.
Document & File Management
• Format and clean up documents for meetings and presentations.
• Organize and maintain digital and physical folders, including legacy files and warehouse archives.
• Print and compile materials for retreats and meetings.
Vendor & Event Coordination
• Liaise with vendors to schedule facilities, activities, and services.
• Order supplies and meals for meetings and events.
• Coordinate logistics for interviews, onboarding, and team events.
Requirements:
• College graduate or commensurate work experience.
• Prior work experience in a similar role preferred.
• Excellent organizational skills, ability to meet continuous deadlines and ability to manage multiple assignments and projects simultaneously.
• Excellent interpersonal and communication skills to collaborate with people individually and as a versatile team player. Possesses the ability to handle difficult or demanding clients.
• Strong written and verbal communication abilities.
• Portray the highest degree of professionalism, discretion and able to maintain highly confidential information.
• Able to work independently and collaboratively with colleagues and teams.
• Tech savvy with proficiency in Microsoft Office suites and scheduling tools.
• Regular attendance and promptness.
• Valid Driver’s License.
Job Type: Full-time
Pay: Starting at $26.00 per hour
Benefits:
• Employee Stock Purchase Plan (ESPP)
• 401(k) with company match
• Health Insurance
• Dental Insurance
• Supplemental Vision Plan
• Flexible Spending Accounts
• Group Life Insurance
• Disability Insurance
• Scholarships
• Discounts on Title & Escrow Fees
• Transit & Parking Programs
• Paid Time Off (Vacation, Holiday & Sick)
• Prenatal Care Program
• Referral Reward
• Pet Insurance
• Lifelock Identity Theft Protection Discounts
• Weight Watchers Discounts
Title Guaranty, its affiliates and subsidiaries, is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, protected veteran status, national origin, sexual orientation, gender identity or expression (including transgender status), genetic information or any other characteristic protected by applicable law.