Administrative Assistant

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. 

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.