NTS Chief of Staff

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

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

The NTS Chief of Staff serves as a trusted representative of the division head's office, facilitating communication and advancing assigned priorities within established authority and approval requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Executive Support and Representation:
• Manages a complex executive calendar, prioritizing meetings, commitments, and preparation time in alignment with business needs.
• Coordinates travel arrangements, itineraries, meeting materials, and expense reporting.
• Prepares and organizes executive correspondence, presentations, briefing materials, agendas, and reports.
• Anticipates upcoming needs, identifies scheduling conflicts, and brings time-sensitive matters to the appropriate leader's attention.
• Serves 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.
• Represents the division head in designated administrative and coordination matters, communicating established priorities and tracking follow-through.
• National Conference Event and Sponsorship Coordination:
• Coordinates the division's participation in approximately 40--50 conferences, industry events, and sponsorship activities annually across the country.
• Maintains a centralized calendar of events, sponsorship commitments, deadlines, attendees, and required deliverables.
• Coordinates registrations, hotel arrangements, travel logistics, exhibitor requirements, shipping, promotional materials, and on-site support needs.
• Tracks sponsorship benefits and obligations, including advertising, branding, speaking opportunities, attendee access, and other contracted deliverables.
• Partners with Marketing to coordinate event materials, advertisements, presentations, signage, and digital assets within required timelines.
• Serves as an administrative liaison to national and regional industry associations, event organizers, and sponsorship partners.
• Coordinates pre-event planning and post-event follow-up, including assignment and tracking of follow-up activities with Sales and Partnerships.
• Maintains event expense records and support budget tracking, reconciliation, and evaluation of participation.
• Division and Office Coordination:
• Serves as a central administrative resource for NTS, supporting the division head and coordinating priorities with direct reports across Sales, Banking Operations, and Partnerships.
• Coordinates large team meetings, leadership meetings, planning sessions, client meetings, and external partner meetings.
• Manages meeting logistics, prepares and distributes materials, documents key decisions, and tracks action items and deadlines.
• Coordinates office needs, supplies, visitor arrangements, and requests involving facilities, technology, and other support functions.
• Supports employee onboarding and offboarding logistics in coordination with HR, Technology, and relevant managers.
• Maintains organized divisional records, distribution lists, contact information, calendars, and shared resources.
• Identifies opportunities to improve administrative processes, communication, and coordination across a geographically distributed team.
• Financial and Vendor Administration:
• Coordinates invoice processing, payment requests, expense submissions, and supporting documentation in accordance with bank procedures.
• Tracks sponsorship fees, association memberships, subscriptions, vendor expenses, and renewal dates.
• Partners with Finance, Accounts Payable, Procurement, and business leaders to resolve discrepancies and support accurate expense reporting.
• Maintains visibility into assigned budgets and commitments, flagging exceptions or upcoming obligations for review.
• Coordinates vendor documentation and approval workflows with the appropriate internal teams.
• Marketing and Communications Support:
• Partners with Marketing to coordinate divisional communications, event announcements, client-facing materials, and approved social media activity.
• Maintains a calendar of proposed social media content, industry participation, and team highlights.
• Coordinates content collection, review, approval, and publication through established Marketing and Compliance processes.
• Supports consistent branding and messaging across divisional materials and communications.
• Project Management and Business Reporting:
• Coordinates assigned sales, operations, and partnership projects, maintaining timelines, task ownership, status updates, and follow-up.
• Supports pipeline reviews by compiling information, preparing meeting materials, and tracking updates and action items with Sales leadership.
• Consolidates division-level reports and management information in partnership with Finance and other stakeholders.
• Reviews materials for completeness and consistency, flagging missing information or discrepancies for resolution.
• Tracks leadership priorities, milestones, and outstanding decisions, escalating delays or dependencies as appropriate.
• Supports special initiatives, process improvements, and other responsibilities consistent with the role.
• Adheres to and complies with applicable, federal and state laws, regulations and guidance, including those related to anti-money laundering (i.e. Bank Secrecy Act, US PATRIOT Act, etc.).
• Adheres to Bank policies and procedures and completes required training.
• Identifies and reports suspicious activity.

QUALIFICATIONS

Education

• Associate's Degree and,

Experience

• 4 - 6 years of related experience required or equivalent combination of education and/or experience required.
• 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.

Knowledge, Skills, and Abilities

• 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.

Additional Information

• Candidates residing in locations within BankUnited's footprint may be given preference.