Executive Administrative Assistant: Calendar & Travel

SHIELD; Abu Dhabi; On-site; AED 60,000 - 100,000; Full time

Job summary

Shield AI in Abu Dhabi is seeking an Administrative Assistant to provide proactive support to leaders and teams, coordinating schedules, meetings, travel, and office operations to ensure smooth day-to-day activities.

You will manage calendars across time zones, arrange travel, handle expense reports, and act as the primary contact for executives, partners, and internal teams, while maintaining professionalism and confidentiality.

Qualifications

• 3+ years of executive/administrative support experience.
• Fluency in English, spoken and written.
• Experience managing calendars and scheduling for leaders.
• Experience coordinating travel and expense reports.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional demeanor and discretion with confidential information.
• Proficiency with Microsoft Office and Google Workspace.
• Experience supporting senior leaders preferred.

Responsibilities

• Manage calendars for assigned leaders across time zones.
• Coordinate internal and external meetings and logistics.
• Arrange business travel and prepare expense reports.
• Provide day-to-day administrative support and note-taking.
• Serve as primary contact for leaders and teams.
• Coordinate scheduling for customer and partner engagements.
• Build relationships across stakeholders to support operations.
• Support leadership events and on-site office operations.

Skills

Calendar management

Travel coordination

Communication skills

Organizational skills

Office software

Education

Associate's or Bachelor's degree in Business Administration or related field

Tools

Microsoft Office

Google Workspace

Microsoft Teams

Slack

Job description

Shield AI in Abu Dhabi is seeking an Administrative Assistant to provide proactive support to leaders and teams, coordinating schedules, meetings, travel, and office operations to ensure smooth day-to-day activities.

You will manage calendars across time zones, arrange travel, handle expense reports, and act as the primary contact for executives, partners, and internal teams, while maintaining professionalism and confidentiality.