About Nova & The Role
Nova is the professional network that connects the most talented people in the world.
What makes Nova different from LinkedIn and other networks is the merit-based access. All members need to go through a rigorous selection process to join.
Nova is based on the fact that your professional success is determined by your network. Whether finding a business partner, a mentor, or getting peer support, members achieve their professional goals through Nova, one connection at a time.
We operate two main business lines:
📌 B2C: Through our paid membership, we give top professionals access to a high-calibre network. Nova’s platform already connects over 25,000 top-talented individuals.
📌 B2B: Nova Recruiter, our agentic AI sourcing platform that leverages this proprietary data to help companies find and engage top talent.
Together, these two engines form a flywheel that no competitor can replicate: the network makes the AI better, and the AI makes the network more valuable.
We're looking for an Office Manager to own the day-to-day running of our Madrid office and keep everything behind the scenes working smoothly. This is an operations role for someone sharp, proactive, and comfortable picking up whatever the team needs, whether that's managing suppliers, supporting HR admin, or keeping a handle on invoices. If you're the kind of person who spots a problem before anyone else notices it and fixes it quietly, this role is for you.
What you'll do
Office Management
- Keep the office running smoothly: supplies, equipment, and facilities.
- Act as the go-to person for day-to-day internal needs and logistics.
- Ensure the workspace reflects our culture: organized, welcoming, and productive.
Suppliers & Contract Management
- Coordinate with external suppliers and service providers
- Negotiate and manage contracts for quality and cost-efficiency
- Maintain organized records of agreements, renewals, and vendor communications
HR Support
- Support onboarding and offboarding processes
- Help with employment contracts and basic HR documentation
- Liaise with external labor advisors and HR providers when needed
Finance & Administration
- Process invoices, track payments, and assist with basic account reconciliation
- Support monthly financial reporting alongside our finance team
- Keep supplier and client payment schedules organized and up to date
Other responsibilities
- Take on miscellaneous operational or administrative tasks that arise as we grow.
- Support other team members in cross-functional initiatives when needed.
Experience and skills
- +1-2 years of experience in administrative, finance, or office roles.
- Highly organized, detail-oriented, and reliable.
- Comfortable working with spreadsheets, invoice systems, and productivity tools.
- Good communication skills and the ability to coordinate with internal and external stakeholders.
- Proactive attitude and willingness to take initiative and improve processes.
- Previous experience in a startup or small company environment is a plus.
Mindset & Attributes
- You’re a doer. You don’t wait to be told what to do; you anticipate and act.
- You’re resourceful. You find smart solutions even when things are not clear-cut.
- You’re dependable. The team knows they can count on you to get things done right.
- You’re humble and adaptable. You thrive in environments where no two days are the same.
- You take pride in making things work behind the scenes efficiently and quietly.
Compensation and benefits
- Annual gross salary of 22.000€ - 24.000€ / year
- Yearly base salary revision and global career opportunities 🚀🌟
- 20% Yearly Bonus
- Networking with high-potential individuals in your everyday job
- Be part of a team disrupting an industry with tech and data-oriented solutions
- Flexible schedule to adapt to your life
- Talented global team of Novas
- Responsibility and autonomy from day 1
- Office in the city center and flexible remote work
- Perks such as Payflow 💸 and free coffee ☕