Secretary / Pa

Company Description

Vialto Partners is a market leader providing globally integrated solutions supporting global workforce mobility, including immigration, tax, compensation and incentive, managed services, and digital solutions. As a trusted advisor of compliance, consulting and technology services to multinational corporations, the firm solves complex, cross-border workforce mobility challenges to ensure its clients and their employees have a consistent and compliant global mobility experience.

**Job Description**:
1) To answer the phone promptly / politely, to take phone messages for Partners/Managers and to deal with any urgent matters efficiently.

2) To maintain confidentiality.

3) Meetings
- To support the team on booking the meeting rooms and other equipments (if any) in advance if required.
- To arrange both internal and external meetings as requested by Partners/Managers.
- To remind Partners/Managers of their daily appointments.
- To prepare the necessary documents for meetings (i.e. the agenda and any other required

documents).

4) Proposals, Letters and Reports
- To research and/or assist in gathering client information. To update the client address, contact
- To provide assistance in the typing and formatting of proposals, letters and reports.
- To assist Partners/Managers in the preparation of proposals, making sure that the proposals have

been made in compliance with QRM policies and reached the clients concerned.
- To liaise with Managers on following up on the return of the signed proposals.
- To liaise with the messenger requisition to arrange the documents

(proposals, letters and reports) to client’s offices as required.

5) To support on WIP Management
- To remind Partners/Managers to complete their timesheets at every period end.
- To assist /liaise with Partners/ Managers in monitoring his/her portfolio. To summarise WIP

report (billing, write-off, write-up, provision), WIP aging and send to Partners/Managers for

his/her review and approval.
- To prepare invoice to be issued to clients for services rendered.
- To liaise with Partners/Managers on routine provision set up every 1st of each month.

6) Risk and Compliance
- To co-ordinate with Risk and Compliance (R&C) support team to do the R&C process.
- To use the LOE template to draft the engagement.
- To ensure Partners click CAF and EAF before signing engagement letter.
- To open client code and job code after getting engagement letter from client.

7) Travel, Ticketing and Hotel Reservation
- To liaise with our appointed Travel Agent to make travel arrangements, hotel

reservations, airport transferred and visa requirement. To make the travel requisition to be

approved by the authorised person.
- To assist in the currency exchange transactions and check-in online (if need).
- To prepare expenses reimbursement after travelling back.

8) Filing and Photocopying
- To make sure with Managers/ consultants to keep soft file of report in DMS.
- To support the photocopying, sending of faxes and binding upon request.
- To make request to borrow documents from the warehouse for Partners/Managers and team.

9) Other requirements
- To participate with the team to organise our event e.g. webinar, seminar.
- To liaise with Partners/ Managers/ Data Center for sending co-sign new year card to clients (if any).
- To liaise with Partners/ Managers/ Operation Center for sending new year gift to clients (if any).
- To assist Partners/Managers with other work-related matters.

**Qualifications**:

- Language: Required Thai and English. Third language e.g. Japanese or Chinese is an option / preferable.
- Computer skill: Required Word, Excel, Powerpoint, Pivot. Ability to learn new program, software, technology.
- Time management and interpersonal skill