U.S. Consular Services - Senior Associate

Vialto; Campbell (CA); Remote; USD 50,000 - 80,000; Full time

Job summary

Vialto is hiring a Senior Associate for its U.S. Consular Services team.

The role focuses on managing business visa and consular matters from start to finish, delivering thoughtful guidance and exceptional client service across a global client base. Based remotely in the U.S., the position offers exposure to advisory responsibilities, leadership opportunities, and collaboration with embassies, consulates, and global colleagues.

Qualifications

• 3–6 years of directly relevant business visa experience.
• Hands-on experience preparing and managing business visa applications.
• Strong case management experience from initiation through completion.
• Experience coordinating visa appointments and managing consular processing requirements.
• Liaising directly with embassies and consulates in support of business visa matters.
• Strong understanding of outbound travel authorization requirements.
• Excellent written and verbal communication skills.
• Strong client service orientation and relationship management capabilities.

Responsibilities

• Manage an active portfolio of business visa and consular matters from initiation through completion.
• Assess business visa requirements and provide guidance based on traveler circumstances and destination requirements.
• Prepare, coordinate, review, and monitor business visa applications and supporting documentation.
• Serve as a point of contact for clients, providing timely updates and issue resolution.
• Coordinate visa appointment scheduling and consular processing activities.
• Liaise with embassies and consulates to support matters.
• Partner with global colleagues to support cross-border services.
• Monitor government and consular updates and communicate changes.
• Maintain accurate case records and adhere to quality standards.
• Provide technical guidance and quality review to junior team members.
• Support larger client projects and contribute to process improvements.

Skills

Business visa process

Case management

Embassy/consulate liaison

Client communication

Independent work

Team collaboration

Attention to detail

Job description

Join the leader in global work. Vialto helps leading organizations identify, develop, and execute their workforce priorities with confidence. Our practice areas include global tax, immigration, rewards, advisory and Vialto private, and our team is the gold standard in navigating the complexities of cross-border compliance, and workforce strategies. We look for people our clients and assignees can count on to thoughtfully deliver clear solutions to complex problems.

To be the best in the business, we cultivate a dynamic, highly collaborative culture that fuels the growth of our people. We invite you to inquire boldly, learn deeply, and grow endlessly with us. You’ll work alongside recognized experts, shaping people-first, technology-driven solutions that drive the future of work. We help our clients achieve their goals and imagine new possibilities. And we can do the same for you. Whatever your aspirations, Vialto can help you find your way.

Our U.S. Consular Services team supports corporate clients and their employees with business visa and consular service needs. As a Senior Associate, you will manage business visa and consular matters from initial assessment through completion, providing thoughtful, consultative guidance and exceptional client service throughout the process. You will work closely with clients, embassies and consulates, global colleagues, and external service providers to support successful case outcomes.

This position is ideal for an experienced business visa professional looking to expand their client exposure, advisory responsibilities, and technical leadership within a collaborative and consultative environment.

Responsibilities

• Manage an active portfolio of business visa and consular matters from initiation through completion.
• Assess business visa requirements and provide appropriate guidance based on traveler circumstances and destination requirements.
• Prepare, coordinate, review, and monitor business visa applications and supporting documentation.
• Serve as a point of contact for clients, providing timely updates, issue resolution, and proactive guidance throughout the case lifecycle.
• Coordinate visa appointment scheduling and consular processing activities.
• Liaise directly with embassies and consulates to support business visa and consular matters.
• Partner with Vialto colleagues globally to support cross-border business visa and consular services.
• Monitor government and consular updates and communicate relevant changes internally and externally.
• Maintain accurate case records and adhere to Vialto quality standards and operational procedures.
• Provide technical guidance, coaching, and quality review support to junior team members.
• Support larger client projects and contribute to process improvements and operational excellence initiatives.
• Contribute to client advisory discussions and help strengthen long-term client relationships through a consultative service approach.

Required Qualifications

• 3–6 years of directly relevant business visa experience.
• Hands-on experience preparing and managing business visa applications.
• Strong case management experience supporting matters from initiation through completion.
• Experience coordinating visa appointments and managing consular processing requirements.
• Experience liaising directly with embassies and consulates in support of business visa and consular matters.
• Strong understanding of corporate business visa processes and outbound travel authorization requirements.
• Proven ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong client service orientation and relationship management capabilities.
• Ability to work independently while collaborating effectively across global teams.
• High attention to detail, organization, and problem-solving skills.

Preferred Qualifications

• Experience with legalizations and apostilles.
• Experience supporting passport services.
• Experience mentoring, reviewing work, or providing technical guidance to junior colleagues.

What Makes This Opportunity Different

• Exposure to consultative client advisory work rather than purely transactional processing.
• Opportunity to review work, mentor others, and expand leadership capabilities.
• Strong visibility within a growing practice.
• Long-term career growth opportunities as the team expands.
• Ability to build meaningful client relationships and contribute to thoughtful, solutions-focused service delivery.

Additional Information

Location: Remote, U.S.-based. Candidates located on the West Coast are preferred, but location is not a requirement.

Employment Type: Regular / Full Time

Salary Range: $50,000–$80,000

Compensation is determined based on a variety of factors, including geographic location, relevant experience, education, professional qualifications, and overall capabilities.

We are an equal opportunity employer and do not discriminate based on any legally protected status.

Please note that artificial intelligence (AI) may be used as part of the application process.

Life at Vialto

At Vialto, we believe our best work happens when people collaborate in a culture of belonging, respect, and inclusion. We encourage employees to bring their authentic selves, share their unique talents and expertise, and make a positive impact on the clients and communities we serve.

If you are looking to deepen your business visa and consular expertise, build meaningful client relationships, and contribute to the future of global mobility, we would love to hear from you.