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About the Role

Vialto Partners is seeking a confident, highly organised, and proactive Executive Assistant to join their Sydney operations. This hands-on, people-focused role supports senior leadership, manages office operations, and facilitates team coordination, blending structure and flexibility for an ideal candidate who thrives in a collaborative, fast-paced environment.

Responsibilities

• Manage calendars, book travel, and process expenses for four senior Partners.
• Assist in the creation of presentations, client materials, and internal documents.
• Support marketing efforts including email campaigns, event invitations, and webinar coordination.
• Maintain client lists and assist with debtor tracking and follow-ups.
• Collaborate with EAs across other locations and provide support as needed.
• Act as the primary liaison with building management, ensuring the office is clean, welcoming, and fully stocked.
• Coordinate onboarding for new team members, including equipment setup, orientation, and first-day support.
• Support offboarding by working with HR and IT to return equipment, deactivate access, and manage subscriptions.
• Organise snacks for the office and special items for celebrations and team milestones.
• Take the lead in organising client and team events, including logistics and catering.
• Manage office subscriptions, merchandise orders, and coordinate client and team events across Sydney and APAC.
• Provide remote office support to the Adelaide team, including the Partner responsible for the team.

Requirements

• Prior experience in office management and executive assistance.
• A proactive and positive attitude with exceptional organisational and communication skills.
• Confidence using tools like Microsoft Office, Docusign and Webinar tools.
• Ability to thrive in a fast-paced environment and enjoy helping others succeed.
• Problem-solving skills and initiative to address issues as they arise.

Skills

• Microsoft Office
• Docusign
• Webinar tools
• Calendar management
• Travel booking
• Expense processing
• Presentation creation
• Marketing support
• Client list maintenance
• Debtor tracking
• Office management
• Onboarding coordination
• Offboarding coordination
• Event organisation
• Remote office support
• Communication skills
• Organisational skills

Location

• Sydney

Work Type

• Hybrid
• Full-time

Experience Level

• Not specified

Education Level

• Not specified

About the Company

• Vialto Partners is a market leader in global mobility services, unique as the only stand-alone global mobility business.
• Their teams help companies streamline and manage global mobility programs efficiently and compliantly, focusing on cross-border compliance and risk assessment for tax, immigration, business travel, rewards and compensation, and remote work.
• Vialto Partners has over 6,500 staff in over 50 countries globally and is growing.
• They foster a culture of belonging where everyone can thrive, encouraging employees to bring their true selves and share unique talents.
• The company offers resources like the podcast 'On the Move' for insights into global mobility and industry news, and is active on LinkedIn and Instagram.

Equal Opportunity

• Vialto is an equal opportunity employer that does not discriminate on the basis of any legally protected status.