Executive Assistant
Executive Assistant
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Job Description
At Nido we are on an ambitious journey to become Europes leading Purpose-Built Student Accommodation (PBSA) provider. With ambitious growth targets a strong existing portfolio of c4500 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 Nidos 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 organisations 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.
- Bachelors 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.
Employment Type
Full-Time
