Vialto
Immigration Service Line – Immigration Leadership Team Operations Support - Manager
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Company 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 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.
Job Summary
We are seeking a highly organized and detail-oriented Assistant to support our Chief of Staff and Immigration Global leadership Team in both strategic initiatives and day-to-day operational management. This is a hands-on role combining executive support with data management, business intelligence, and administrative coordination.
Working closely with the Chief of Staff, you will be instrumental in gathering, analyzing, and presenting data to inform business decisions, while ensuring the smooth running of the Immigration leadership team. This role offers excellent exposure to all aspects of the firm's operations and direct involvement in business performance monitoring and strategic projects.
Key Responsibilities
Data Management & Business Intelligence
- Maintain and update key business performance databases and dashboards to monitor performance of the service line against challenging objectives
- Extract, compile, and analyze data from the firm's finance and sales systems
- Create and maintain data sources for forecasting and analysis
- Track and report on service line metrics including client satisfaction; opportunity pipeline; client portfolio data and some financial data
- Prepare data visualizations and presentations for management meetings
- Maintain accuracy and integrity of all management information
- Generate ad-hoc reports and analysis as requested by the Chief of Staff or leadership team
- Identify data quality issues and work with relevant teams to resolve them
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Leadership Team Support
- Assist with the preparation of agendas, papers, and briefing documents for leadership meetings, board meetings, operations reviews, global townhalls, Country Leaders calls, and other internal meetings
- Attend meetings as required, taking accurate minutes and tracking action items
- Work with the Immigration Leadership Team and network to ensure our service line SharePoint site is up to date, relevant, and is a valuable resource.
- Provide support to Immigration Country leaders with their ad hoc questions
Project Coordination & Administrative Support
- Support the delivery of service line projects and strategic initiatives
- Track project milestones, deadlines, and deliverables
- Draft internal communications, presentations, and documents
Qualification
Data Management & Business Intelligence
- Maintain and update key business performance databases and dashboards to monitor performance of the service line against challenging objectives
- Extract, compile, and analyze data from the firm's finance and sales systems
- Create and maintain data sources for forecasting and analysis
- Track and report on service line metrics including client satisfaction; opportunity pipeline; client portfolio data and some financial data
- Prepare data visualizations and presentations for management meetings
- Maintain accuracy and integrity of all management information
- Generate ad-hoc reports and analysis as requested by the Chief of Staff or leadership team
- Identify data quality issues and work with relevant teams to resolve them
Leadership Team Support
- Assist with the preparation of agendas, papers, and briefing documents for leadership meetings, board meetings, operations reviews, global townhalls, Country Leaders calls, and other internal meetings
- Attend meetings as required, taking accurate minutes and tracking action items
- Work with the Immigration Leadership Team and network to ensure our service line SharePoint site is up to date, relevant, and is a valuable resource.
- Provide support to Immigration Country leaders with their ad hoc questions
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Project Coordination & Administrative Support
- Support the delivery of service line projects and strategic initiatives
- Track project milestones, deadlines, and deliverables
- Draft internal communications, presentations, and documents
Experience
Experience & Profile
- Experience in a business support, data analysis, or executive assistant role
- Proven experience working with data, preparing reports, and analyzing business information
- Experience in a professional services environment (law firm, accountancy, consultancy, etc.)
- Track record of managing multiple priorities and meeting deadlines
- Experience supporting senior management or executives
Technical Skills
- Advanced Excel skills including pivot tables, VLOOKUP, formulae, and data manipulation (essential)
- PowerPoint proficiency for creating professional presentations
- Competent with Word and Outlook
- Ability to learn new software systems quickly
- Familiarity with data visualization tools (Power BI, Tableau) advantageous
- Comfortable working with large datasets and databases
Skills & Abilities
- Excellent analytical skills with high attention to detail
- Ability to identify trends and insights from data
- Strong organizational and time management skills
- Clear and professional written and verbal communication
- Methodical approach to work with focus on accuracy
- Ability to work independently with minimal supervision
- Problem-solving mindset and practical approach
- Capable of translating complex data into clear, actionable information
Personal Qualities
- Absolute discretion and confidentiality with sensitive financial and business data
- Proactive and self-motivated approach
- Comfortable working at pace in a busy environment
- Flexible and adaptable to changing priorities
- Professional demeanor and collaborative working style
- Strong work ethic and commitment to quality
- Commercially aware with good business sense
- Calm under pressure
Additional Information
- This is a regular full-time position.
- Location: UK - (preferred). Also open to Europe West.
We are an equal opportunity employer that does not discriminate based on any legally protected status.
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