Executive Assistant

Vialto Partners • Chicago, IL

3d • $57,000 - $90,000 • Remote

About The Position

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.

Requirements

• Minimum of 3 years' experience as an Executive Assistant, preferably within consulting or professional services.
• 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.

Nice To Haves

• Bachelor’s Degree preferred in relevant field of study or equivalent experience (Degree in business-related field a plus).

Responsibilities

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level