Executive Admin Assistant to Leaders (VP‑Level)

SHIELD; Abu Dhabi; On-site; AED 72,000 - 108,000; Full time

Job summary

SHIELD, a defense-tech company, seeks an Administrative Assistant to provide proactive support to top leaders by coordinating calendars, travel, and day-to-day activities. You will ensure organized schedules, efficient logistics, and professional communication across teams and partners.

The role requires strong English skills, 3+ years of experience, and a proactive, detail-oriented mindset. On-site work in Abu Dhabi supports multi-time-zone coordination, with opportunities to engage in company

Qualifications

• 3+ years of executive, administrative, or office support experience.
• Fluency in English both spoken and written.
• Experience managing calendars, scheduling meetings, and coordinating administrative activities for leaders or teams.
• Experience coordinating travel arrangements and processing expense reports.
• Strong organizational and time management skills with exceptional attention to detail.
• Ability to manage multiple priorities and adapt to changing business needs in a fast-paced environment.
• Strong written and verbal communication skills with the ability to interact professionally across all levels of the organization.
• High level of professionalism, discretion, and integrity when handling confidential information.
• Proficiency with Microsoft Office, Google Workspace, and collaboration tools such as Microsoft Teams or Slack.
• Ability to work independently, take initiative, and follow through on assigned responsibilities.

Responsibilities

• Manage calendars for assigned leaders, coordinating meetings and resolving scheduling conflicts.
• Coordinate internal and external meetings, including scheduling, logistics, and stakeholder communications.
• Coordinate business travel, prepare itineraries, and process expense reports for supported leaders.
• Provide day-to-day administrative support including meeting logistics and note-taking.
• Serve as primary administrative contact for supported leaders and teams.
• Coordinate scheduling and logistics for customer, partner, and stakeholder engagements.
• Build effective relationships across internal stakeholders to support operations.
• Support leadership events and offsites with planning and logistics.
• Ensure continuity of support during vacations and leaves of absence.
• Share knowledge and contribute to a collaborative work environment.
• Provide on-site office support Monday through Friday, 10 a.m.–7 p.m.

Skills

Calendar management

Travel coordination

Meeting scheduling

English fluency

Multitasking

Communication skills

Discretion & professionalism

Independent work

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Google Workspace

Microsoft Teams

Slack

Concur

Costpoint

Job description

SHIELD, a defense-tech company, seeks an Administrative Assistant to provide proactive support to top leaders by coordinating calendars, travel, and day-to-day activities. You will ensure organized schedules, efficient logistics, and professional communication across teams and partners.

The role requires strong English skills, 3+ years of experience, and a proactive, detail-oriented mindset. On-site work in Abu Dhabi supports multi-time-zone coordination, with opportunities to engage in company