Global Executive Assistant for Leaders | Schedule & Travel

Shield; Abu Dhabi; On-site; AED 48,000 - 60,000; Full time

Job summary

Shield AI seeks an Experienced Administrative Assistant to support leaders and teams by coordinating schedules, meetings, and travel, ensuring smooth operations across time zones.

You will manage calendars, arrange meetings, handle expense reports, and provide day-to-day administrative support with a focus on accuracy, discretion, and proactive service. This role requires professional communication and independent initiative in a fast-paced environment.

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, resolving scheduling conflicts, and maintaining calendar accuracy across multiple time zones.
• Coordinate internal and external meetings, including scheduling, logistics, and stakeholder communications appropriate to the supported leader level.
• Coordinate business travel, prepare itineraries, and process expense reports for supported VP-level leaders in compliance with company policies.
• Provide day-to-day administrative support, including meeting logistics, note-taking, action item tracking, document management, and administrative processes.
• Serve as a primary administrative contact for supported leaders and teams, ensuring timely communication and coordination.
• Coordinate scheduling and logistics for customer, partner, and stakeholder engagements, as appropriate.
• Build effective working relationships across internal stakeholders to support day-to-day business operations and administrative activities.
• Support local leadership activities, executive visits, offsites, and other team events through effective planning and logistical coordination.
• Ensure continuity of support during vacations, leaves of absence, and other coverage periods.
• Participate in the administrative community by sharing knowledge, supporting team initiatives, and contributing to a collaborative, professional work environment.
• Provide on-site office support Monday through Friday, 10 a.m.-7 p.m., including receiving packages, coordinating office maintenance and services, and managing office-related expenses.

Skills

Executive support

Calendar management

Travel coordination

Organization

Communication

Multitasking

Professionalism

Discretion

Independent work

Education

Associate's or Bachelor's degree in Business Administration

Tools

Microsoft Office

Google Workspace

Microsoft Teams

Slack

Concur

Costpoint

Job description

Shield AI seeks an Experienced Administrative Assistant to support leaders and teams by coordinating schedules, meetings, and travel, ensuring smooth operations across time zones.

You will manage calendars, arrange meetings, handle expense reports, and provide day-to-day administrative support with a focus on accuracy, discretion, and proactive service. This role requires professional communication and independent initiative in a fast-paced environment.