Administrative Assistant (6189)

The role

The Administrative Assistant gives proactive support to leaders and teams. The role covers calendars, meetings, business travel, expense reports and day-to-day office logistics.

What you will do

• Manage calendars for assigned leaders across multiple time zones
• Coordinate internal and external meetings, including logistics and stakeholder communications
• Coordinate business travel, prepare itineraries and process expense reports for VP-level leaders
• Provide day-to-day administrative support, including note-taking, action item tracking and document management
• Serve as a primary administrative contact for supported leaders and teams
• Coordinate scheduling and logistics for customer, partner and stakeholder engagements
• Support leadership activities, executive visits, offsites and team events
• Ensure continuity of support during vacations, leaves and other coverage periods
• Provide on-site office support, including receiving packages and managing office services and expenses

Required qualifications

• 3+ years of executive, administrative or office support experience
• Fluency in English, spoken and written
• Experience managing calendars and scheduling meetings 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 in a fast-paced environment
• Strong written and verbal communication skills
• High level of professionalism, discretion and integrity with confidential information
• Proficiency with Microsoft Office, Google Workspace, and Microsoft Teams or Slack
• Ability to work independently and take initiative

Nice to have

• Experience supporting VP, Senior Director or equivalent leadership
• Fluency in Arabic, spoken and written
• Experience in an aerospace, defense, manufacturing or other fast-paced organization
• Familiarity with Concur and Costpoint
• Experience coordinating meetings, offsites or team events
• Experience supporting cross-functional teams
• Associate's or bachelor's degree in Business Administration or a related field, or equivalent practical experience

Benefits

• Comprehensive total rewards package aligned to your country office location

Before you apply

• Office-based role requiring on-site presence Monday through Friday, 10 a.m. to 7 p.m.

About the company

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