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.As an Executive Assistant, your crucial role involves ensuring the smooth functioning of the executive office and fostering effective communication between internal and external stakeholders.Relationship management
- Act as an ambassador and first point of contact for allocated Partners.
- Develop and maintain internal and external networks, building knowledge of key client handling teams and issues in order to effectively identify and communicate priorities.
- Build strong relationships with clients and their PA’s identifying opportunities to enhance Vialto Partners reputation.
Diary and meeting management
- Provide comprehensive diary management, having full autonomy to make decisions using initiative to resolve conflicts and exercise judgement on priorities.
- Proactively monitor meeting attendance, taking ownership to ensure enquiries and issues are appropriately delegated and resolved effectively.
- Facilitate all logistical arrangements and ensure all documentation is prepared in advance of meetings.
Travel management
- Proactive itinerary planning, researching and considering reasonable alternative cost effective travel, to include assistance with visas.
- Maximise cost reduction opportunities, utilising preferred travel providers in line with travel and expenses policy.
Communication management
- Manage communications, monitor emails, post and calls taking appropriate action, escalating or delegating accordingly.
- Proofread and sense check all communications and documentation, complying with brand and risk procedures.
Events management
- Project manage large and complex events ensuring compliance with policies and liaising with procurement, risk management, facilities management and all other relevant teams.
- Facilitate logistical arrangements and attend events as required, proactively ensuring relevant documentation is available.
- Manage budget and effectively negotiate costs.
Time and expense management
- Prepare and submit timesheets.
- Collate and process expenses and invoices ensuring compliance with policy and approval process.
- Reconcile credit card/bank statements with receipts as appropriate.
General administrative and project support
- Maintain client contact and relationship databases.
- Provide ad hoc project support.
- Meet and greet visitors to Vialto Partners offices as appropriate.
- Provide cover for colleagues during absences as appropriate.
Experience And Skills Required
- Experience in a corporate professional services environment is preferred.
- The confidence to engage with senior/high profile contacts and clients and their teams.
- Attention to detail and ownership for the delivery of high quality work.
- Ability to build relationships across diverse teams both locally and globally.
- Ability to work as part of a team, ensuring seamless service to the firm and clients.
- Confident with the ability to use own judgement and make decisions in order to prioritise, challenge, negotiate and influence.
- The ability to plan ahead and anticipate potential problems.
- Strong organisational skills with ability to prioritise a busy and often conflicting workload.
- A flexible and professional approach, remaining calm under pressure.
- Knowledge of time zones and best means of travel between multinational locations.
- Broad knowledge of Google and Microsoft Office packages
