Executive Assistant (R4402)

Shield AI•Washington, DC

36d•$80,000 - $120,000•Onsite

About The Position

Founded in 2015, Shield AI is a venture-backed deep-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include the V-BAT and X-BAT aircraft, Hivemind Enterprise, and the Hivemind Vision product lines. With nine offices and facilities across the U.S., Europe, the Middle East, and the Asia-Pacific, Shield AIâs technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube. We are seeking a highly organized and proactive Executive Assistant to provide administrative support to our growing C-Suite team. This role will primarily support the CTO / Hivemind GM as well as the Hivemind Solutions VP of Engineering. The role requires on-site presence at our DC office, particularly on days when the CTO and other members of the E-Team are present. While there is some flexibility, there will be weeks where being on-site up to five days is required. This position is critical in ensuring smooth operations and providing seamless support for executive leadership, board members, and key stakeholders.

Requirements

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.

Nice To Haves

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, Expensify).
Previous experience in high-growth or scaling organizations

Responsibilities

Manage complex, multi-time zone calendars for the CTO and VP.
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.
Serve as backup support as needed or provide group support to others in the EA community.
Arrange domestic and international travel, including flights, ground transportation, and accommodations.
Support logistics for on-site meetings and events, including greeting board members, customers, and visitors.
Work with other members of the EA community and team to support in office events and offsite events.
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.