The Role
Supports senior executives and leadership teams by managing complex calendars, domestic and international travel, expenses, meetings, correspondence, presentations, and confidential information. Coordinates across global teams and time zones, prepares reports and agendas, manages Concur expense reconciliation, and contributes to ad hoc initiatives. The role requires independent judgment, strong organization, discretion, adaptability, and effective communication in a fast-paced remote environment.
Summary Generated by Built In
Company Description
Vialto Partners is a market leader in global mobility services. Our purpose is to ‘Connect the world’. We are unique and the only stand-alone global mobility business. This presents a rare opportunity for our clients, stakeholders and colleagues.
Our teams help companies streamline and effectively manage their global mobility programs in a cost-efficient and compliant manner. Our services focus on providing cross-border compliance and risk assessment for tax, immigration, business travel, rewards and compensation, and remote work.
Working at Vialto Partners is about getting the chance to be part of a global and dynamic team. Globally, Vialto Partners has over 6,500 staff in over 50 countries around the world, and continues to grow. You will work with clients from a range of industries and different geographical locations. We believe in connecting the world and supporting our colleagues to do the same in their careers by undertaking assignments and opportunities globally that broaden their skills and ultimately benefit our clients.
Vialto is unstoppable when we work together in a culture of belonging, where everyone can thrive. We encourage employees to bring their true selves and share their unique talents and expertise to positively impact the communities we serve.
To learn more about what we do, tune in to our podcast On the Move to hear expert insights on issues affecting global mobility, and read about the latest news in the industry. You can also follow us on Linkedin and Instagram.
Job Description
Vialto Partners is the leading provider of tax and related human resource and technology services to companies with respect to their cross-border employees. Vialto Partners provides tax return preparation for company employees who work outside their home country, tax planning to reduce costs related to international assignment programs and administration and technology related to the management of certain HR tasks to support international assignments.
Our Executive Assistants are strategic partners who enable our teams to deliver gold-standard work to our clients. As an Executive Assistant, you will support leaders by ensuring seamless day-to-day operations while partnering closely with leaders to manage calendars, coordinate domestic and international travel, prepare reports, track expenses, and support meetings, events, and leadership forums. You will also assist with ad hoc initiatives, helping teams operate efficiently in a fast-paced, global environment.
The role requires the ability to anticipate needs, manage multiple priorities, and respond with urgency and discretion, often without having full context. The Executive Assistant will operate independently, exercise sound judgment, and maintain a high level of attention to detail as well as be able to work with a team of assistants to problem solve and share knowledge.
This role requires professionalism in working with senior executives, integrity in handling confidential information, and the ability to meet tight deadlines while supporting stakeholders across global teams. The successful candidate is a proactive, solutions-oriented professional with strong organizational and time-management skills.
Professional skills and responsibilities for this management level include but are not limited to:
- Conduct self in a professional manner and take responsibility for work and commitments and deal with all situations with utmost confidentiality.
- Flex approach to meet the changing needs of teams and clients.
- Identify and make suggestions for improvements when problems and/or opportunities arise.
- Learn about changing business needs and consider the impact on services provided.
- Take action to stay current with new and evolving technology.
- Handle, manipulate and analyze data and information responsibly.
- Communicate with empathy and adapt communication style to meet the needs of the situation and audience.
- Anticipate the needs of others and take appropriate action.
- Embrace different points of view and welcome opposing and conflicting ideas.
- Work as part of a team to problem solve and knowledge share to increase efficiencies.
- Uphold the firm's code of ethics and business conduct.
- Handle travel arrangements for multiple executives from planning to booking flights, hotels, ground transportation, and basic event management.
- Manage complex calendar scheduling, prioritization, and sequencing.
- Prepare, refine, and manage executive-level correspondence, presentations, agendas, talking points, and documents.
- Work with the leadership team, recruiting, various departments and other Executive Assistants to provide holistic support to the organization
- Prepare and submit expense reports for leaders using Concur, ensuring timely reconciliation of corporate credit card transactions.
Qualifications:
- Minimum of 3 years' experience as an Executive Assistant, preferably within consulting or professional services.
- Bachelor’s Degree preferred in relevant field of study or equivalent experience (Degree in business-related field a plus).
- Highly proficient in computer and calendaring skills, including Microsoft Office Suite, Teams, Concur, & SharePoint.
- Management of complex calendar and scheduling to support teams in multiple locations and time zones
- Strong interpersonal and relationship-building skills, with the ability to effectively support multiple executives with diverse working styles.
- Demonstrates strong written and verbal communication skills with a focus on clarity, thoroughness, follow-through, and confidentiality
- Able to work independently and as part of a team in a fast-paced environment
- Flexible to work additional hours as required.
Additional Information:
- This is a remote position
- Salary Range: $57,000-90,000 based on experience and location.
- We are an equal opportunity employer that does not discriminate based on any legally protected status.
Please note, AI is used as part of the application process.
Skills Required
- Minimum of 3 years of experience as an Executive Assistant, preferably in consulting or professional services
- Bachelor’s degree in a relevant field or equivalent experience
- Proficiency with computer and calendaring tools, Microsoft Office Suite, Microsoft Teams, Concur, and SharePoint
- Experience managing complex calendars and scheduling across multiple locations and time zones
- Strong interpersonal and relationship-building skills supporting multiple executives with diverse working styles
- Strong written and verbal communication skills, including clarity, thoroughness, follow-through, and confidentiality
- Ability to work independently and as part of a team in a fast-paced environment
- Flexibility to work additional hours as required
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The Company
What We Do
Vialto Partners is focused on transforming the global mobility ecosystem to support multinational organizations and their employees. The organization sparks growth and creates meaningful impact for businesses and individuals in more than 150 countries, supported by a team of over 6,000 dedicated immigration, tax, human resources and technology professionals. Vialto Partners offers clients: Tax solutions: Strategic tax planning, preparation and cross-border compliance services, including tax equalization and employment structures. Immigration services: Immigration-related consulting, processing and compliance services informed by knowledge of government regulations and rapidly changing immigration laws. Compensation and rewards: Integrated, end-to-end payroll and compensation management and reporting to ensure holistic global reporting, local compliance and overall cost-effectiveness. Dynamic work strategy and services: Design and implementation of real-time mobility strategies and services—from mobility managed services to remote work and business travel solutions. Vialto Partners is reimagining the future of global mobility, driving the mobility ecosystem forward to create a more connected, integrated and efficient supply chain to meet and exceed the evolving challenges and complexities of global workforce management. #vialtopartners
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