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. 

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.

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.

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.