Executive Assistant - National Title Solutions

BankUnited, Inc. • Melville, NY

16h

About The Position

The Executive Administrator provides comprehensive executive, administrative, and divisional support to the Head of National Title Solutions (NTS) at BankUnited. The role is a central coordination point for a national specialty banking division, supporting executive priorities, team operations, industry events, and relationships with internal and external stakeholders.

Working with leaders across Sales, Banking Operations, and Partnerships, the Executive Administrator manages competing priorities, anticipates needs, and drives timely follow-through. The position combines executive assistance, office management, national event coordination, and project support. It requires sound judgment, discretion, strong organizational skills, and a commitment to service.

The Executive Administrator represents the division head’s office, facilitates communication, and advances assigned priorities within established authority and approval requirements.

Requirements

• Demonstrated experience supporting senior executives and coordinating activities across multiple teams or locations.
• Strong organizational, prioritization, and project coordination skills, including 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 and discretion, with 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.
• Associate’s degree.
• 4–6 years of related experience, or an equivalent combination of education and/or experience.

Nice To Haves

• Experience coordinating conferences, sponsorships, budgets, invoices, or vendor relationships.
• Banking, financial services, title, escrow, or other regulated industry experience.
• Familiarity with CRM systems, pipeline reporting, and project tracking tools.

Responsibilities

• Manage the division head’s complex calendar, prioritizing meetings, commitments, and preparation time.
• Coordinate travel arrangements, itineraries, meeting materials, and expense reporting.
• Prepare executive correspondence, presentations, briefing materials, agendas, and reports.
• Anticipate needs, identify scheduling conflicts, and bring time-sensitive matters to the appropriate leader’s attention.
• Act as a primary contact for the division head’s office and represent the division head in designated administrative and coordination matters.
• Coordinate the division’s participation in approximately 40–50 conferences, industry events, and sponsorship activities annually.
• Maintain a centralized calendar of events, sponsorship commitments, deadlines, attendees, and deliverables.
• Coordinate event registrations, hotels, travel, exhibitor requirements, shipping, promotional materials, and on-site support.
• Track sponsorship benefits and obligations, including advertising, branding, speaking opportunities, and attendee access.
• Partner with Marketing to coordinate event materials, advertisements, presentations, signage, and digital assets.
• Liaise administratively with industry associations, event organizers, and sponsorship partners.
• Coordinate pre-event planning and post-event follow-up, including tracking Sales and Partnerships follow-up activities.
• Maintain event expense records and support budget tracking, reconciliation, and evaluation.
• Provide central administrative support for NTS and coordinate priorities with direct reports across Sales, Banking Operations, and Partnerships.
• Coordinate team, leadership, planning, client, and external partner meetings; manage logistics and materials, document decisions, and track action items and deadlines.
• Coordinate office needs, supplies, visitor arrangements, and requests involving facilities, technology, and support functions.
• Support employee onboarding and offboarding logistics with HR, Technology, and relevant managers.
• Maintain 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 according to bank procedures.
• Track sponsorship fees, association memberships, subscriptions, vendor expenses, and renewal dates.
• Work 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 and upcoming obligations for review.
• Coordinate vendor documentation and approval workflows with internal teams.
• Coordinate divisional communications, event announcements, client-facing materials, and approved social media activity with Marketing.
• 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 materials, and tracking updates and action items with Sales leadership.
• Consolidate division-level reports and management information with Finance and other stakeholders.
• Review materials for completeness and consistency, flagging missing information or discrepancies.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree