Provides administrative and executive support to Finance leadership, including complex calendar management, meeting coordination, presentation preparation, confidential information handling, travel and event logistics, expense reporting, and executive support. The role also supports C-suite activities, board meetings, visitors, and the broader executive assistant community through backup coverage and mentorship.
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.
Job Description:
This position is critical in ensuring smooth operations and providing seamless support for Finance leadership and key stakeholders.
What you'll do:
- Administrative & Executive Support:
- --Manage complex, multi-time zone calendars for the finance leadership team.
- --Coordinate and schedule meetings, ensuring time is optimized and priorities are balanced.
- --Prepare and edit presentations, documents, and reports (PowerPoint, Word, etc.).
- --Handle confidential information with the highest level of discretion and professionalism.
- --Serve as a member of the EA community, provide mentorship to others, and participate as a member of a team providing support to the C-Suite and Executive leadership.
- --Serve as backup support as needed or provide group support to others in the EA community.
- Travel & Event Coordination:
- --Arrange domestic and international travel, including flights, ground transportation, and accommodations.
- --Support logistics for onsite meetings and events, including support for finance employees, C-Suite, board members, customers, and visitors.
- --Work with other members of the EA community and team to support in office events and offsite events.
- Operations & Reporting
- --Process and manage executive expense reports accurately and in a timely manner.
- --Serve as the go-to contact for day-to-day administrative needs of the executives and their organizations.
- --Ensure all required materials, information, and logistics are prepared for key meetings and events.
Required qualifications:
- Proficiency with productivity tools including Microsoft Teams, calendaring systems, email, and presentation software (e.g., PowerPoint).
- Skilled in using video conferencing platforms such as Teams, Zoom, or Webex.
- Ability to quickly learn and adapt to new tools; transferable skills between Microsoft and Google Suite.
- Strong written and verbal communication skills with a professional demeanor.
- Proven ability to engage with customers, board members, and executives in a polished and professional manner.
- Demonstrated ability to maintain the highest level of confidentiality and discretion, particularly with HR, Legal, and executive-level matters.
- Exceptional attention to detail, ensuring accuracy and quality in all work.
- Strong time management skills with the ability to prioritize effectively and operate with minimal direction.
- Adaptability to thrive in a high-growth, fast-paced, and sometimes ambiguous environment.
Preferred qualifications:
- Prior experience supporting multiple C-Suite executives.
- Advanced proficiency in both Microsoft Office Suite and Google Workspace.
- Experience coordinating complex domestic and international travel.
- Familiarity with expense management systems (e.g., Concur).
- Previous experience in high-growth or scaling organizations
Full-time regular employee offer package:
Pay within range listed + Bonus + Benefits + Equity
Temporary employee offer package:
Pay within range listed above + temporary benefits package (applicable after 60 days of employment)
Salary compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, licenses and certifications, and specific work location. All offers are contingent on a cleared background and possible reference check. Military fellows and part-time employees are not eligible for benefits. Please speak to your talent acquisition representative for more information.
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Shield AI is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity or Veteran status. If you have a disability or special need that requires accommodation, please let us know.
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