Executive Assistant, Marketing (R5304)

Job Description
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.Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit
Follow Shield AI on LinkedIn, X, Instagram, and YouTube.

We are seeking a highly organized, proactive, and business-minded Executive Assistant / Team Administrator to provide executive-level support to our Chief Marketing Officer (CMO). This individual will serve as a trusted partner to the CMO, ensuring seamless day-to-day operations while anticipating needs, managing competing priorities, and enabling the Marketing leadership team to operate efficiently.

In addition to supporting the CMO, this role will provide administrative support to members of the Marketing leadership team as needed, particularly for complex travel, scheduling, and key initiatives. The role may also serve as backup to the Executive Assistant supporting the Chief People Officer and Chief Legal Officer, and occasionally the Executive Assistant to the CEO. This role requires on-site presence at our San Mateo office, particularly on days when the CMO and other Executive Team members are in the office.

While there is some flexibility, there will be weeks where being on-site up to five days is required. Occasional travel may also be required to provide executive support during major company events, customer engagements, and industry conferences. The Executive Assistant will serve as a trusted business partner, helping the CMO and Marketing leadership team stay organized, informed, and focused on the company's highest priorities.

They possess exceptional attention to detail, outstanding organizational skills, and the executive presence to interact confidently with senior leaders, Board members, customers, and external partners. Coordinate meetings, executive reviews, leadership offsites, and customer engagements. Capture meeting notes, track action items, monitor progress, and help ensure commitments are completed. Develop sufficient understanding of the business and organizational priorities to proactively identify issues, surface dependencies, and help drive execution.

Support members of the Marketing leadership team with complex scheduling, travel coordination, and administrative needs as appropriate. Planning, Budget & Operations
Assist with department budget tracking, purchase requests, invoice processing, and other administrative financial activities. Coordinate planning and logistics for team meetings, offsites, customer visits, executive events, and cross-functional initiatives. Ensure all required materials, information, and logistics are prepared for key meetings and executive engagements.

Serve as the primary point of contact for day-to-day administrative needs across the Marketing organization. Prepare, edit, and format high-quality presentations, reports, executive communications, and other business documents. Translate executive guidance into polished PowerPoint presentations and supporting materials with exceptional attention to detail. Travel & Executive Events
Coordinate complex domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.

Provide on-site executive support during major company events, customer meetings, trade shows, and industry conferences, including occasional travel as required. Partner with other Executive Assistants to coordinate Executive Team activities and support company-wide events. Executive Partnership
Handle highly confidential information with the utmost discretion and professionalism. Build strong working relationships across the executive team, Board interactions, customers, and external partners.

Serve as a senior member of the Executive Assistant community by mentoring others, sharing best practices, and providing backup support across the C-Suite when needed.
5+ years of executive assistant, administrative, or related professional experience supporting C-level executives.
~ Experience managing highly complex calendars, travel, executive meetings, and competing priorities with minimal direction.
~ Experience preparing executive-level presentations and business documents using PowerPoint and other presentation tools.
~ Proven ability to manage confidential information with the highest level of discretion.
~ Experience coordinating leadership meetings, managing agendas, documenting action items, and tracking follow-up activities.
~ Ability to build trusted relationships and effectively manage stakeholders across all levels of the organization, including executives, customers, and Board members.
~ Strong proficiency with Microsoft Office Suite, Google Workspace, Slack, Microsoft Teams, calendaring systems, and video conferencing platforms.
~ Willingness to travel occasionally in support of executive meetings, company events, and industry conferences.

Prior experience in highly disciplined, detail-oriented environments such as finance, legal, consulting, investment banking, or corporate law. Advanced proficiency in Microsoft Office Suite and Google Workspace. Experience coordinating complex domestic and international executive travel.

Previous experience supporting executive leadership in organizations with frequent Board, investor, or customer interactions.
#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)
Military fellows and part-time employees are not eligible for benefits.

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. We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information.

If you would like more information about how your data is processed, please contact us.