Executive Assistant

At Nido, we are on an ambitious journey to become Europe’s leading Purpose-Built Student Accommodation (PBSA) provider. With ambitious growth targets, a strong existing portfolio of c4,500 beds across 13 properties in Europe, and well-advanced expansion plans into key markets such as Germany and Italy, we are building a world-class team to support our growth.

We are seeking an Executive Assistant to join the team in Madrid to play a critical role in ensuring the smooth operation of Nido’s executive leadership. This role serves as the central point of coordination, providing high-level personal, administrative, and operational support to the CEO, CFO, and other C-level executives if and when needed. By managing schedules, communications, and key projects, the Executive Assistant enables the executives to focus on leading the organisation, driving strategic initiatives, and making informed decisions. Within the broader organisation, this role acts as a bridge between the executive team and other departments, facilitating effective communication, collaboration, and the execution of company-wide objectives.

KEY TASKS & RESPONSIBILITIES (include but are not limited to)

Executive Support

• Calendar Management: Oversee and manage the complex schedules, including coordinating internal and external meetings, travel arrangements, and appointments. Ensure all commitments are met with precision and on time.
• Meeting Preparation: Prepare agendas, briefing documents, and presentations for meetings. Ensure the executives are well-prepared with relevant information and materials. Take minutes during meetings and track action items to ensure follow-up.
• Communication Management: Serve as the primary point of contact between the executives and internal/external stakeholders. Screen, prioritise, and respond to emails, calls, and other forms of communication.
• Travel Coordination: Plan and coordinate all aspects of travel, including flights, accommodations, transportation, and itineraries. Ensure that all travel-related logistics are handled efficiently.

Operational Support

• Board Meeting support: assist in the effective functioning of the Nido Board by eg. coordinating and organising meetings, writing, editing , and collation of materials.
• SLT coordination: support the smooth functioning of the Nido Leadership Team by coordinating, submitting, centralising and organising all SLT documentation
• Project Coordination: Assist in the planning and execution of strategic projects. Monitor project timelines, communicate updates, and ensure that project milestones are met. Collaborate with various departments to gather data and reports for the executives.
• Executive Reporting: Compile and prepare reports, summaries, and data analysis. This includes financial reports, operational metrics, and market analysis, providing actionable insights.
• Stakeholder Relations: Manage and maintain relationships with key stakeholders, including board members, investors, and the Leadership Team. Ensure that the executives are well-informed of stakeholder needs and expectations.
• Event Planning: Organise and coordinate executive-level meetings, and – in cooperation with the Office Manager- company events.

Administrative Support

• Expense Management: Track and reconcile the executives' expenses, including travel, meetings, and office supplies. Prepare and submit expense reports, ensuring compliance with company policies.
• Document Management: Draft, edit, and proofread documents, reports, and presentations. Maintain a systematic filing system, ensuring that all documents are organised, up-to-date, and easily accessible.

Other

• Continuous Improvement: Identify opportunities for process improvements in administrative and operational tasks. Implement changes that enhance efficiency, productivity, and the overall effectiveness of the executive office.
• Ad hoc Tasks: Provide support on various ad hoc tasks as required. This may include personal errands, special requests, and other duties as assigned.
• Company Ambassador: Act as a representative of the company, reflecting the organisation’s values and culture in all interactions with internal and external stakeholders.

Requirements

• Minimum of 10 years of executive support experience at the highest level in reputable companies.
• Bachelor’s degree in Business Administration, Management, or a related field is preferred.
• Digitally savvy; high proficiency in MS Office Suite.
• Excellent spoken and written Spanish and (business) English skills. German, Portuguese or Italian language skills are a desirable extra.

KEY PERSONAL SKILLS & TRAITS

• Exceptional Organisational Skills: The ability to systematically arrange tasks, schedules, and priorities to ensure efficient and effective operations without oversight or errors.
• Strong Communication Skills: The capacity to clearly convey information, ideas, and instructions in both written and verbal forms, ensuring understanding and professionalism in all interactions.
• Attention to Detail: A meticulous approach to tasks, ensuring accuracy, thoroughness, and consistency, particularly in documentation, scheduling, and communications.
• Discretion and Confidentiality: The ability to handle sensitive information with care and integrity, ensuring that private or confidential matters remain protected.
• Problem-Solving Ability: The skill to identify issues, think critically, and develop practical and effective solutions, often under pressure or with limited information.
• Time Management Skills: Proficiency in planning and allocating time effectively, prioritising tasks, and meeting deadlines in a fast-paced environment.
• Interpersonal Skills: The ability to build and maintain positive relationships with a diverse range of people, using empathy, tact, and diplomacy in all interactions.