Executive Admin - Sr. Associate

Key Responsibilities:

Relationship Management

• Act as the ambassador and first point of contact for allocated Partners.
• Develop and maintain internal and external networks to identify and communicate priorities effectively.
• Build strong relationships with clients and their PAs, identifying opportunities to enhance Vialto Partners reputation.

Diary and Meeting Management

• Provide comprehensive diary management with full autonomy to resolve conflicts and prioritize tasks.
• Proactively monitor meeting attendance and ensure enquiries and issues are delegated and resolved efficiently.
• Facilitate logistical arrangements and prepare all necessary documentation ahead of meetings.

Travel Management

• Plan itineraries proactively, considering cost-effective travel options and assisting with visa requirements.
• Maximise cost savings by utilising preferred travel providers in line with travel and expense policies.

Communication Management

• Manage communications by monitoring emails, calls, and post, escalating or delegating as appropriate.
• Proofread and ensure all communications comply with brand and risk guidelines.

Events Management

• Project manage large and complex events, ensuring compliance with policies and liaising with relevant teams.
• Oversee logistical arrangements and attend events as required, ensuring documentation is prepared.
• Manage event budgets and negotiate costs effectively.

Time and Expense Management

• Prepare and submit timesheets.
• Process expenses and invoices in compliance with policy and approval processes.
• Reconcile credit card and bank statements with receipts.

General Administrative and Project Support

• Maintain client contact and relationship databases.
• Provide ad hoc project support as needed.
• Welcome visitors to Vialto Partners offices.
• Provide cover for colleagues during absences when necessary.

Experience and Skills Required:

• Experience in a corporate professional services environment preferred.
• Confidence engaging with senior/high-profile contacts and clients.
• Strong attention to detail with ownership for high-quality work delivery.
• Ability to build relationships across diverse local and global teams.
• Team player committed to delivering seamless service to the firm and clients.
• Confident decision-maker capable of prioritizing, challenging, negotiating, and influencing.
• Strong planning skills with the ability to anticipate and mitigate potential issues.
• Excellent organisational skills, able to manage a busy and conflicting workload.
• Flexible and professional approach, remaining calm under pressure.
• Good knowledge of time zones and best travel routes between multinational locations.
• Proficient in Google Workspace and Microsoft Office packages.