Executive Assistant - National Title Solutions

United StatesNormalmid

Executive AssistantAdministration & Office Support

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Quick Summary

Overview

JOB SUMMARY The Executive Administrator provides comprehensive executive, administrative, and divisional support to the Head of National Title Solutions (NTS) at BankUnited.

Technical Tools

Executive AssistantAdministration & Office Support

Responsibilities

~1 min read

Manage a complex executive calendar, prioritizing meetings, commitments, and preparation time in alignment with business needs.
Coordinate travel arrangements, itineraries, meeting materials, and expense reporting.
Prepare and organize executive correspondence, presentations, briefing materials, agendas, and reports.
Anticipate upcoming needs, identify scheduling conflicts, and bring time-sensitive matters to the appropriate leader's attention.
Serve as a primary point of contact for the division head's office, exercising professionalism and discretion when interacting with clients, prospects, industry organizations, vendors, and colleagues.
Represent the division head in designated administrative and coordination matters, communicating established priorities and tracking follow-through.

Coordinate the division's participation in approximately 40--50 conferences, industry events, and sponsorship activities annually across the country.
Maintain a centralized calendar of events, sponsorship commitments, deadlines, attendees, and required deliverables.
Coordinate registrations, hotel arrangements, travel logistics, exhibitor requirements, shipping, promotional materials, and on-site support needs.
Track sponsorship benefits and obligations, including advertising, branding, speaking opportunities, attendee access, and other contracted deliverables.
Partner with Marketing to coordinate event materials, advertisements, presentations, signage, and digital assets within required timelines.
Serve as an administrative liaison to national and regional industry associations, event organizers, and sponsorship partners.
Coordinate pre-event planning and post-event follow-up, including assignment and tracking of follow-up activities with Sales and Partnerships.
Maintain event expense records and support budget tracking, reconciliation, and evaluation of participation.

Serve as a central administrative resource for NTS, supporting the division head and coordinating priorities with direct reports across Sales, Banking Operations, and Partnerships.
Coordinate large team meetings, leadership meetings, planning sessions, client meetings, and external partner meetings.
Manage meeting logistics, prepare and distribute materials, document key decisions, and track action items and deadlines.
Coordinate office needs, supplies, visitor arrangements, and requests involving facilities, technology, and other support functions.
Support employee onboarding and offboarding logistics in coordination with HR, Technology, and relevant managers.
Maintain organized divisional records, distribution lists, contact information, calendars, and shared resources.
Identify opportunities to improve administrative processes, communication, and coordination across a geographically distributed team.

Coordinate invoice processing, payment requests, expense submissions, and supporting documentation in accordance with bank procedures.
Track sponsorship fees, association memberships, subscriptions, vendor expenses, and renewal dates.
Partner with Finance, Accounts Payable, Procurement, and business leaders to resolve discrepancies and support accurate expense reporting.
Maintain visibility into assigned budgets and commitments, flagging exceptions or upcoming obligations for review.
Coordinate vendor documentation and approval workflows with the appropriate internal teams.

Partner with Marketing to coordinate divisional communications, event announcements, client-facing materials, and approved social media activity.
Maintain a calendar of proposed social media content, industry participation, and team highlights.
Coordinate content collection, review, approval, and publication through established Marketing and Compliance processes.
Support consistent branding and messaging across divisional materials and communications.

Coordinate assigned sales, operations, and partnership projects, maintaining timelines, task ownership, status updates, and follow-up.
Support pipeline reviews by compiling information, preparing meeting materials, and tracking updates and action items with Sales leadership.
Consolidate division-level reports and management information in partnership with Finance and other stakeholders.
Review materials for completeness and consistency, flagging missing information or discrepancies for resolution.
Track leadership priorities, milestones, and outstanding decisions, escalating delays or dependencies as appropriate.
Support special initiatives, process improvements, and other responsibilities consistent with the role.

Requirements

~1 min read

Demonstrated experience supporting senior executives and coordinating activities across multiple teams or locations.
Strong organizational, prioritization, and project coordination skills, with the ability to manage competing deadlines and a high volume of detail.
Excellent written and verbal communication skills and a professional, service-oriented approach.
Sound judgment, discretion, and the ability to handle confidential business, client, and employee information.
Ability to work independently, anticipate needs, take ownership, and follow assignments through to completion.
Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared document platforms.
Experience coordinating conferences, sponsorships, budgets, invoices, or vendor relationships preferred.
Banking, financial services, title, escrow, or other regulated industry experience preferred.
Familiarity with CRM systems, pipeline reporting, and project tracking tools helpful.