# Administrative Assistant (6189) **Company**: Shield AI **Location**: Abu Dhabi **Work arrangement**: onsite **Experience**: senior **Job type**: Full Time Employee **Category**: Operations **Industry**: Technology **Apply**: https://jobs.lever.co/shieldai/ba945088-38ec-4e58-8f66-01c0497a3bd3?utm_source=yubhub.co&utm_medium=jobs_feed&utm_campaign=apply **Canonical**: https://yubhub.co/jobs/job_5ce9ac18-c5b ## Description The Administrative Assistant provides proactive administrative support to leaders and teams by coordinating schedules, meetings, travel, and administrative activities that support efficient day-to-day business operations. ## 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. ## Required 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 organisational 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 organisation. - 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. ## Preferred Qualifications - Experience supporting VP, Senior Director, or equivalent leadership. - Fluency in Arabic both spoken and written. - Experience working in an aerospace, defense, manufacturing, or other fast-paced organisation. - Familiarity with travel and expense management systems such as Concur and enterprise systems such as Costpoint. - Experience coordinating meetings, offsites, or team events. - Experience supporting cross-functional teams and collaborating with multiple business partners. - Associate's or bachelor's degree in Business Administration or a related field, or equivalent practical experience. ## Skills ### Required - Microsoft Office - Google Workspace - Microsoft Teams - Slack - organisational skills - time management - communication skills ### Nice to have - Arabic fluency - Concur - Costpoint - travel and expense management - Business Administration degree --- Source: [Apply at jobs.lever.co](https://jobs.lever.co/shieldai/ba945088-38ec-4e58-8f66-01c0497a3bd3?utm_source=yubhub.co&utm_medium=jobs_feed&utm_campaign=apply)