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.
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.
Similar Jobs
.png){kind=logo}
AdTech • Cloud • Digital Media • Information Technology • News + Entertainment • App development
Support the VP of Sales and EVP & General Manager through complex calendar management, domestic and international travel coordination, expense reporting, meeting preparation, stakeholder communication, event logistics, filing, and action-item follow-up. The role requires discretion, strong organization, proactive problem-solving, and flexibility in a fast-moving global environment. This is a fixed-term contract through January 2027 with a hybrid schedule requiring at least four office days per week.
Top Skills:
Expense Management SystemsExcelMicrosoft OutlookMicrosoft Powerpoint
Edtech • Professional Services • Sales • Consulting
Own the CEO’s calendar, follow-ups, project-management systems, hiring operations, content execution tracking, metrics, reporting, and special projects. The role protects executive focus, enforces accountability across teams, coordinates hiring pipelines, analyzes financial and performance data, and builds scalable operating rhythms. It is a high-trust Executive Operations position with a performance-based path toward Chief of Staff responsibilities.
Top Skills:
AsanaCalendlyChatgptGoogle WorkspaceLoomNotionSlackTrelloWhatsappZoom
Information Technology • Consulting
Serve as a strategic partner to the SVP of People and CMO by managing complex calendars, travel, priorities, correspondence, board and investor interactions, briefings, confidential information, and follow-through. Support special projects, leadership meetings, offsites, and team initiatives while improving executive-office systems. Use AI and productivity tools to automate administrative work, create scalable processes, and navigate ambiguity with discretion, judgment, and executive presence.
Top Skills:
Ai ToolsChatgptClaudeGeminiGoogle WorkspaceSlackZoom
What you need to know about the Melbourne Tech Scene
Home to 650 biotech companies, 10 major research institutes and nine universities, Melbourne is among one of the top cities for biotech. In fact, some of the greatest medical advancements were conceptualized and developed here, including Symex Lab's "lab-on-a-chip" solution that monitors hormones to predict ovulation for conception, and Denteric's vaccine for periodontal gum disease. Yet, the thousands of people working in the city's healthtech sector are just getting started, to say nothing of the tech advancements across all other sectors.
