Executive Assistant (Marketing)

Shield AI; San Mateo (CA); On-site; USD 95,000 - 150,000; Full time

Benefits offered by this job

Excellent Medical Coverage

Mental Health Support

Paid Parental Leave

Stock Benefits

401K Services and Match

Onsite Gym (DC)

Job summary

Shield AI is seeking an experienced Executive Assistant to support the Chief Marketing Officer and Marketing leadership team. You will manage complex calendars, coordinate multi-time zone travel, and prepare polished executive materials.

The role requires discretion, strong communication, and the ability to partner with senior leaders in a fast-paced, high-growth environment. Occasional travel and budgeting responsibilities are included as part of the scope.

Qualifications

• 5+ years of executive assistant, administrative, or related experience supporting C-level executives.
• Experience managing highly complex calendars, travel, and competing priorities with minimal direction.
• Excellent written and verbal communication with a polished executive presence.
• Proficiency with MS Office, Google Workspace, Slack/M Teams, video conferencing, and presentation tools.

Responsibilities

• Manage highly complex, multi-time zone calendars for the CMO and optimize executive time.
• Coordinate meetings, leadership offsites, and customer engagements.
• Prepare and format high-quality presentations and executive documents.
• Handle confidential information with discretion and professionalism.
• Provide broad administrative support to the Marketing leadership team and assist with department budgeting and travel.

Skills

Calendar management

Travel coordination

Budget management

PowerPoint

Microsoft Office

Google Workspace

Stakeholder management

Discretion/Confidentiality

Tools

Concur

Expensify

Job description

• 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 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
• 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
• 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
• 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
• 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
• 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

Benefits

• Excellent Medical Coverage
• Mental Health Employee Assistance Program
• Paid Parental Leave
• Pet Insurance
• Flexible Work Hours
• Onsite Gym (DC)
• Gym Discount (San Diego)
• Free Parking
• Competitive Compensation
• Stock Benefits
• 401K Services and Match

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)Success in this role requires exceptional judgment, professionalism, curiosity, and the ability to thrive in a fast-paced, high-growth environmentThe 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 partnersThey are naturally curious about the business, eager to learn, and motivated to become a trusted advisor who enables executive success rather than simply managing logistics5+ years of executive assistant, administrative, or related professional experience supporting C-level executivesExperience managing highly complex calendars, travel, executive meetings, and competing priorities with minimal directionWillingness to travel occasionally in support of executive meetings, company events, and industry conferencesExcellent written and verbal communication skills with a polished executive presenceExperience coordinating leadership meetings, managing agendas, documenting action items, and tracking follow-up activitiesStrong proficiency with Microsoft Office Suite, Google Workspace, Slack, Microsoft Teams, calendaring systems, and video conferencing platformsExperience preparing executive-level presentations and business documents using PowerPoint and other presentation toolsDemonstrated success partnering closely with senior executives in demanding, fast-paced environments requiring exceptional professionalism and sound judgmentAbility to build trusted relationships and effectively manage stakeholders across all levels of the organization, including executives, customers, and Board membersAdaptability to thrive in a high-growth, rapidly changing, and often ambiguous environmentStrong organizational skills with exceptional attention to detail and follow-throughProven ability to manage confidential information with the highest level of discretionDemonstrated ability to quickly learn new technologies, including a genuine interest in leveraging AI-powered productivity tools to improve efficiencyExperience supporting multiple C-Suite executives in a high-growth technology or aerospace organizationExperience managing departmental budgets, invoices, procurement activities, or related operational processesPrior experience in highly disciplined, detail-oriented environments such as finance, legal, consulting, investment banking, or corporate lawAdvanced proficiency in Microsoft Office Suite and Google WorkspaceExperience coordinating complex domestic and international executive travelFamiliarity with expense management systems such as Concur or ExpensifyDemonstrated curiosity about emerging technologies, including AI tools that improve productivity and executive workflowsPrevious experience supporting executive leadership in organizations with frequent Board, investor, or customer interactions