Executive Assistant, Marketing (R5304)

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 …