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 [](https://shield.ai/). Follow Shield AI on [LinkedIn](https://www.linkedin.com/company/shield-ai), [X](https://x.com/shieldaitech), [Instagram](https://www.instagram.com/shield_ai), and [YouTube](https://www.youtube.com/@Shield_AI). 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.