Executive Assistant, Marketing (R5304) at Shield AI in San Mateo, CA

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:

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.

Role scope:

• This is far more than a traditional executive support position. 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. Success in this role requires exceptional judgment, professionalism, curiosity, and the ability to thrive in a fast-paced, high-growth environment.

What we're looking for:

• The ideal candidate is a mature, low-ego professional who thrives behind the scenes, anticipates needs before they arise, and brings calm, sound judgment to every situation. 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. They are naturally curious about the business, eager to learn, and motivated to become a trusted advisor who enables executive success rather than simply managing logistics.

What you'll do:

• Executive & Business Support

• Manage complex, multi-time zone calendars for the CMO, balancing competing priorities while optimizing executive time.

• Coordinate meetings, executive reviews, leadership offsites, and customer engagements.

• Manage agendas, meeting logistics, and follow-up actions for staff meetings, leadership meetings, and key business reviews.

• 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.

• Exercise sound judgment when interacting with internal and external stakeholders, representing the CMO with professionalism and discretion.

• 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.
• Process executive expense reports accurately and in a timely manner.
• 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.

Communications & Executive Presentations

• 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.
• Maintain organized documentation and ensure information is communicated clearly and professionally.

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.

Required qualifications:

• 5+ years of executive assistant, administrative, or related professional experience supporting C-level executives.

• Demonstrated success partnering closely with senior executives in demanding, fast-paced environments requiring exceptional professionalism and sound judgment.

• Experience managing highly complex calendars, travel, executive meetings, and competing priorities with minimal direction.

• Strong organizational skills with exceptional attention to detail and follow-through.

• Experience preparing executive-level presentations and business documents using PowerPoint and other presentation tools.

• Excellent written and verbal communication skills with a polished executive presence.

• 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.

• Demonstrated ability to quickly learn new technologies, including a genuine interest in leveraging AI-powered productivity tools to improve efficiency.

• Adaptability to thrive in a high-growth, rapidly changing, and often ambiguous environment.

• Willingness to travel occasionally in support of executive meetings, company events, and industry conferences.

Preferred qualifications:

• Experience supporting multiple C-Suite executives in a high-growth technology or aerospace organization.

• Prior experience in highly disciplined, detail-oriented environments such as finance, legal, consulting, investment banking, or corporate law.

• Experience managing departmental budgets, invoices, procurement activities, or related operational processes.

• Advanced proficiency in Microsoft Office Suite and Google Workspace.

• Experience coordinating complex domestic and international executive travel.

• Familiarity with expense management systems such as Concur or Expensify.

• Demonstrated curiosity about emerging technologies, including AI tools that improve productivity and executive workflows.

• Previous experience supporting executive leadership in organizations with frequent Board, investor, or customer interactions.

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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.

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.