Administrative

Vialto; Sydney; On-site; AUD 42,000 - 60,000; Part time

Job summary

Vialto Partners in Sydney is seeking a confident, highly organised Executive Assistant. This part-time role sits at the heart of our Sydney operations, supporting four Partners with calendar management, travel, expenses, and document preparation.

You will coordinate events, assist marketing efforts, manage onboarding and offboarding, and liaise with HR, IT and Finance to keep office running smoothly.

Qualifications

• Prior experience in office management and executive assistance.
• Proactive and positive attitude with exceptional organisational and communication skills.
• Confidence using tools like Microsoft Office, Docusign and Webinar tools.
• Thrives in a fast-paced environment and helps others succeed.
• Problem solver who uses initiative to solve problems as they arise.

Responsibilities

• Managing calendars, travel bookings, and expenses for four Partners.
• Assisting in creating presentations, client materials, and internal documents.
• Supporting marketing efforts including email campaigns, event invitations, and webinars.
• Maintaining client lists and assisting with debtor tracking and follow-ups.
• Coordinating onboarding for new team members and first-day support.
• Liaising with building management and ensuring the office is clean and welcoming.
• Organising client and team events across Sydney and APAC.
• Providing remote office support to the Adelaide team.

Skills

Office management

Executive assistance

Organisation

Communication

Microsoft Office

Docusign

Webinar tools

Problem solving

Tools

Microsoft Office Suite

Docusign

Webinar platforms

Job 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.

We are looking for a confident, highly organised and proactive individual to join our team in the role of Executive Assistant. This is a hands-on, people-focused position that sits at the heart of our Sydney operations, with responsibilities spanning across team coordination, office management, and senior leadership support.

In this role, you’ll be responsible for supporting our Partners in managing their time, priorities, and client commitments as well as ensuring the smooth day-to-day running of the Sydney office. It’s a role that blends structure and flexibility, ideal for someone who enjoys working across multiple areas and thrives in a collaborative, fast-paced environment.

Key Responsibilities Include

• Managing calendars, booking travel, and processing expenses for four senior Partners.
• Assisting in the creation of presentations, client materials, and internal documents.
• Supporting marketing efforts such as email campaigns, event invitations, and webinar coordination.
• Maintaining client lists and assisting with debtor tracking and follow-ups.
• Collaborating with EAs across other locations and stepping in to support as needed.
• Acting as the primary liaison with our building management and ensuring the office remains clean, welcoming, and fully stocked.
• Coordinating onboarding for new team members, including equipment setup, orientation, and first-day support.
• Supporting offboarding by working with HR and IT to return equipment, deactivate access, and manage subscriptions.
• Organising snacks for the office, and special items for celebrations and team milestones.
• Taking the lead in organising client and team events, including logistics and catering.
• Managing office subscriptions, merchandise orders, and coordinating client and team events across Sydney and APAC.
• Providing remote office support to our Adelaide team, including the Partner responsible for the Adelaide team.

This is a varied role that requires initiative, attention to detail, and excellent communication skills. You’ll be the go-to person for both logistical and people-related support, often helping to fill the gaps between global teams like HR, IT, and Finance. We are a flexible team but equally require the successful applicant to be available to work from our office 3 days per week.

What We’re Looking For

• 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.
• Someone who thrives in a fast-paced environment and enjoys helping others succeed.
• Someone who is a problem solver and uses their initiative to solve problems and issues as they arise.

Employment type: Part-time

We are an equal opportunity employer that does not discriminate on the basis of any legally protected status.

Please note, AI is used as part of the application process.