Administrative Assistant (6189)

Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai . Follow Shield AI on LinkedIn , X , Instagram , and YouTube .

The Administrative Assistant provides proactive administrative support to leaders and teams by coordinating schedules, meetings, travel, and administrative activities that support efficient day-to-day business operations. This role serves as a reliable resource for day-to-day administrative needs while ensuring a high level of organization, responsiveness, and service to leaders and stakeholders.

What You'll Do

• Manage calendars for assigned leaders, coordinating meetings, resolving scheduling conflicts, and maintaining calendar accuracy across multiple time zones.

• Coordinate internal and external meetings, including scheduling, logistics, and stakeholder communications appropriate to the supported leader level.

• Coordinate business travel, prepare itineraries, and process expense reports for supported VP-level leaders in compliance with company policies.

• Provide day-to-day administrative support, including meeting logistics, note-taking, action item tracking, document management, and administrative processes.

• Serve as a primary administrative contact for supported leaders and teams, ensuring timely communication and coordination.

• Coordinate scheduling and logistics for customer, partner, and stakeholder engagements, as appropriate.

• Build effective working relationships across internal stakeholders to support day-to-day business operations and administrative activities.

• Support local leadership activities, executive visits, offsites, and other team events through effective planning and logistical coordination.

• Ensure continuity of support during vacations, leaves of absence, and other coverage periods.

• Participate in the administrative community by sharing knowledge, supporting team initiatives, and contributing to a collaborative, professional work environment.

• Provide on-site office support Monday through Friday, 10 a.m.–7 p.m., including receiving packages, coordinating office maintenance and services, and managing office-related expenses.

Required Qualifications

• 3+ years of executive, administrative, or office support experience.

• Fluency in English both spoken and written.

• Experience managing calendars, scheduling meetings, and coordinating administrative activities for leaders or teams.

• Experience coordinating travel arrangements and processing expense reports.

• Strong organizational and time management skills with exceptional attention to detail.

• Ability to manage multiple priorities and adapt to changing business needs in a fast-paced environment.

• Strong written and verbal communication skills with the ability to interact professionally across all levels of the organization.

• High level of professionalism, discretion, and integrity when handling confidential information.

• Proficiency with Microsoft Office, Google Workspace, and collaboration tools such as Microsoft Teams or Slack.

• Ability to work independently, take initiative, and follow through on assigned responsibilities.

Preferred Qualifications

• Experience supporting VP, Senior Director, or equivalent leadership.

• Fluency in Arabic both spoken and written.

• Experience working in an aerospace, defense, manufacturing, or other fast-paced organization.

• Familiarity with travel and expense management systems such as Concur and enterprise systems such as Costpoint.

• Experience coordinating meetings, offsites, or team events.

• Experience supporting cross-functional teams and collaborating with multiple business partners.

• Associate's or bachelor's degree in Business Administration or a related field, or equivalent practical experience.

Our international teammates receive a comprehensive total rewards package aligned to your country office location. For full details on compensation and benefits, please consult your talent acquisition partner.