Office Administrator/Executive Assistant

Company Description

At Vialto we create the connections that build global careers and societies, bridging the gap between people and their aspirations. As the world of work continues to evolve, we are bringing together the individuals, ideas and technology to unlock business and human growth.

Our globally-integrated solutions support global workforce mobility, including immigration, tax, managed services, and digital solutions. As a trusted advisor of compliance, consulting and technology services to multinational corporations, we solve complex, cross-border workforce mobility challenges to ensure our clients and their employees have a consistent and compliant global mobility experience.

Job Description

We are seeking a highly organized and detail-oriented Office Administrator/Executive Assistant  to join our team. As the Office Administrator you will be responsible for the smooth functioning of our office operations and ensuring an efficient and productive work environment. Your excellent organizational skills, exceptional communication abilities, and strong relationship building skills will also contribute to your success in this role.

Professional skills and responsibilities for this role include, but are not limited to:

Office Operations Administration:

• Oversee day-to-day office operations, including maintaining office supplies, equipment, and facilities
• Coordinate and manage office maintenance, repairs, and vendor relationships
• Partner closely with internal teams (facilities, compliance, real estate, etc)  to administer new programs and policies
• Develop and implement office policies and procedures to optimize efficiency and productivity
• Ensure compliance with health and safety regulations

Administrative Support:

• Provide administrative support to executives and team members, including scheduling appointments, managing calendars, and arranging travel
• Expense reporting and purchasing
• Organize and maintain files, records, and documents, both in physical and digital formats
• Prepare and distribute internal communications, memos, and reports
• Coordinate meetings and events as needed, preparing agendas and other materials as required
• Process and reconcile invoices, expense reports, and purchase orders as needed
• Assist in monitoring office expenses

Team Leadership and Communication:

• Foster a positive and collaborative office culture
• Greet and welcome guests and visitors and familiarize them with the office as needed so they can meet and work effectively
• Serve as a point of contact for employees, addressing inquiries and concerns
• Facilitate effective communication between different departments and team members
• Conduct self in a professional manner and take responsibility for work and commitments
• Flex approach to meet the changing needs of teams and clients
• Identify and make suggestions for improvements when problems and/or opportunities arise.

Qualifications

Requirements:

• Uphold the firm's code of ethics and business conduct
• Proven experience as an Office Administrator or in a similar administrative role
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines
• Strong attention to detail and accuracy
• Outstanding written and verbal communication skills
• Proficiency in office software and tools (e.g., Microsoft Office, Google Suite)
• Familiarity with basic accounting principles and budgeting
• Ability to multitask and adapt to changing priorities
• Strong leadership abilities and ability to effectively give and receive feedback
• Discretion and integrity when handling sensitive and confidential information
• A proactive and problem-solving mindset
• Take action to stay current with new and evolving technology

If you are a motivated professional with a passion for organization and ensuring smooth office operations, we would love to hear from you. Join our dynamic Vialto team and take your career to the next level!

Additional Information

This is an office first hybrid role, requiring you to be in the office at least 3-4 days a week and sometimes more depending on business needs.

All your information will be kept confidential according to EEO guidelines.