Executive Assistant, Finance (R4688)

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