Administrative Assistant 6189

Job Description:

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 (Use the "Apply for this Job" box below).

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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…