Executive Assistant, CornerStone TItle Company, Greenbrae

CornerStone Title Company
Executive Assistant, Greenbrae

As the Executive Assistant/Division Administrator to the President of Cornerstone, you will be responsible for administrative issues. This person must have the ability to interface well with all departments of the company and to represent the President in a highly professional manner. Exceptional organizational skills are critical and required as is the ability to meet designated deadlines. Must promote and support Cornerstone's Vision, Commitment to Excellence and Guiding Principles.

Main duties are broken down by Assistant work, Facilities and Accounting functions.

Assistant work:

Type correspondence for the President to include word processing/typing of letters, memos, forms, policies and procedures (includes handling of confidential information).

Provide administrative support for the above to include copier projects, mail handling, supplies control and necessary communications internally and externally

Prepare President's expense reports

Update President's database/contact list with birthdays of employees as well as anniversaries.

Prepare spreadsheets in Excel; examples may include but are not limited to leases, escrow orders and income reports

Prepare and submit check requests for employees; examples make include but are not limited to: sales events, personnel issues, etc

Prepare weekly agenda for team meetings for the company and distribute via email

Order supplies for new offices; examples may include but are not limited to supply/welcome baskets, stamps, fee schedule books, etc.

Organize, plan and implement events such as: State of Company Meeting, Company Picnic, Holiday Party and other miscellaneous events. Includes, creating invitations, games, centerpieces, arranging entertainment, catering, etc.

Set up and Participate in Conference Calls
o Regularly scheduled or standing meetings
o Prepare the agenda for the above referenced calls and distribute to appropriate participants
o Take minutes for each call and distribute to participants

Miscellaneous tasks include, but are not limited to, U.S. mail, Federal Express, airline reservations, hotel reservations, car reservations, ordering meals, etc.

Facilities:

Attend conference calls on a weekly basis

Manage inventory for branch offices of company collateral, business cards, letterhead and other printed material:
o Ordering
o Approving various products
o Meet with customer representatives and maintain positive relationships

Set up new branch offices which includes:
o Courier Services for employees
o Keys
o Contacting the Information Technology Department
o Ensure appropriate office equipment is ordered

Accounting:
o Review office invoices prior to President's approval on a weekly basis
o Maintain vendor contact files, invoicing files and follow-up with vendors regarding any invoices that may be inaccurate


Other Responsibilities:
As the nature of business demands change, so too, may the essential functions of this position.

This position offers excellent salary and benefits package, including Employee Stock Purchase Plan and profit-driven employer match on 401(k).

Qualifications
Performance Factors:
1. Attendance and Dependability: This person must also have strong proficiency in Excel. The employee can be depended on to report to work at the scheduled time and is seldom absent from work. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious about assignments.
2. Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Company.
3. Relationship with Others: The employee works effectively and relates well with others including superiors, colleagues and individuals inside and outside the Company. The employee exhibits a professional manner in dealing with others and works, to maintain constructive working relationships.

Education, Experience and Skills Required:
At least 1-2 years in a similar position. Must possess a high degree of proficiency with Outlook, Word and Excel. Candidate must have excellent spelling and grammar. Candidate must have the ability to interact effectively with all levels of management. This position will also involve matters of discretion.

Benefits
This position offers excellent salary and benefits package, including Employee Stock Purchase Plan and profit-driven employer match on 401(k).


The First American Corporation is an Equal Employment Opportunity/Affirmative Action employer. Qualified applicants are considered for employment and employees are treated during employment without regard to race, color, religion, gender, sexual orientation, national origin, age, physical or mental disability, medical condition, religion, marital status or veteran status, or any other characteristic protected by state or federal law.