Assistant - Immigration Leadership Team Operations Support, Manager

Company 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. 

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

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

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 & Profile

Experience

• 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.

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