Executive Assistant, Finance (R4688)

The role

Provide administrative and executive support to the finance leadership team and key stakeholders. Manage calendars, coordinate meetings and travel, prepare documents, and process executive expense reports.

What you will do

• Manage complex, multi-time zone calendars for the finance leadership team.
• Coordinate and schedule meetings, balancing time and priorities.
• Prepare and edit presentations, documents, and reports.
• Handle confidential information with discretion and professionalism.
• Arrange domestic and international travel, including flights, ground transportation, and accommodations.
• Support logistics for onsite and offsite meetings and events.
• Process and manage executive expense reports accurately and on time.
• Serve as the go-to contact for day-to-day administrative needs of executives.
• Ensure materials, information, and logistics are ready for key meetings and events.
• Provide backup and group support to the EA community and mentor others.

Required qualifications

• Proficiency with Microsoft Teams, calendaring systems, email, and presentation software such as PowerPoint.
• Skilled in video conferencing platforms such as Teams, Zoom, or Webex.
• Ability to quickly learn new tools; transferable skills between Microsoft and Google Suite.
• Strong written and verbal communication skills with a professional demeanor.
• Proven ability to engage with customers, board members, and executives in a polished manner.
• Demonstrated ability to maintain the highest level of confidentiality and discretion, especially with HR, Legal, and executive matters.
• Exceptional attention to detail.
• Strong time management skills and ability to prioritize with minimal direction.
• Adaptability in a high-growth, fast-paced, and sometimes ambiguous environment.

Nice to have

• Prior experience supporting multiple C-Suite executives.
• Advanced proficiency in both Microsoft Office Suite and Google Workspace.
• Experience coordinating complex domestic and international travel.
• Familiarity with expense management systems such as Concur.
• Previous experience in high-growth or scaling organizations.

Benefits

• Full-time regular employees: bonus, benefits, and equity.
• Temporary employees: a temporary benefits package, applicable after 60 days of employment.

Before you apply

• All offers are contingent on a cleared background check and possible reference check.
• Military fellows and part-time employees are not eligible for benefits.
• Salary is influenced by skill set, experience, licenses and certifications, and work location.

About the company

Shield AI is a venture-backed defense-tech company that builds intelligent systems to protect service members and civilians. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation technologies.