Administrative Assistant
Shield AI is a U.S. defense-technology company developing mission-autonomy software and autonomous aircraft for military and allied operations.
Funding history
Investors
About Shield AI
Founded in 2015, Shield AI builds Hivemind autonomy software and V-BAT and X-BAT aircraft for operations in contested, GPS- and communications-denied environments. Its current site also presents Aechelon synthetic-reality simulation and Vision Systems detection and tracking products.
Skills
Candidate Availability
Required and preferred rules are kept separate and reflect the wording in the original posting.
About the Role
You will provide proactive administrative support to leaders and teams. You will manage calendars, coordinate meetings and travel, process expense reports, handle office logistics, support events and visits, and maintain continuity during coverage periods.
Requirements
- 3+ years of executive, administrative, or office support experience.
- Fluency in spoken and written English.
- Experience managing calendars, scheduling meetings, and coordinating administrative activities.
- Experience coordinating travel arrangements and processing expense reports.
- Organizational and time-management skills.
- Written and verbal communication skills.
- Proficiency with Microsoft Office, Google Workspace, Microsoft Teams, or Slack.
Responsibilities
- Manage calendars for assigned leaders across multiple time zones.
- Coordinate internal and external meetings, logistics, and stakeholder communications.
- Coordinate business travel, prepare itineraries, and process expense reports.
- Provide meeting logistics, note-taking, action tracking, document management, and administrative support.
- Serve as a primary administrative contact for supported leaders and teams.
- Coordinate customer, partner, and stakeholder engagements.
- Support leadership activities, executive visits, offsites, and team events.
- Provide on-site office support, including package receipt, maintenance coordination, and office-expense management.
- Ensure continuity of support during vacations, leaves, and coverage periods.
- Contribute to administrative community initiatives and knowledge sharing.