{"id":2639693,"url":"https://alion.io/job/shield-ai-administrative-assistant","title":"Administrative Assistant","company":{"id":50,"name":"Shield AI","domain":"shield.ai","url":"https://alion.io/company/shield-ai","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Lever","truth_index":{"grade":"B","score":78,"open_postings":63,"ghost_share":0,"stale_share":0.698,"repost_share":0,"time_to_fill_p50_days":76,"computed_at":"2026-10-16T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Abu Dhabi, United Arab Emirates"],"countries":["AE"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":22000,"max_usd":55000,"period":"year","method":"role_country_seniority_unknown","sample_n":14},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Workspace","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Microsoft Teams","optional":false},{"name":"Slack","optional":false}],"status":"live","first_seen_at":"2026-10-15T15:08:11Z","employer_posted_date":"2026-10-15","last_verified_at":"2026-10-16T10:11:45Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"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. This role serves as a reliable resource for day-to-day administrative needs while ensuring a high level of organization, responsiveness, and service to leaders and stakeholders.\nWhat You'll Do\nManage calendars for assigned leaders, coordinating meetings, resolving scheduling conflicts, and maintaining calendar accuracy across multiple time zones.\nCoordinate internal and external meetings, including scheduling, logistics, and stakeholder communications appropriate to the supported leader level.\nCoordinate business travel, prepare itineraries, and process expense reports for supported VP-level leaders in compliance with company policies.\nProvide day-to-day administrative support, including meeting logistics, note-taking, action item tracking, document management, and administrative processes.\nServe as a primary administrative contact for supported leaders and teams, ensuring timely communication and coordination.\nCoordinate scheduling and logistics for customer, partner, and stakeholder engagements, as appropriate.\nBuild effective working relationships across internal stakeholders to support day-to-day business operations and administrative activities.\nSupport local leadership activities, executive visits, offsites, and other team events through effective planning and logistical coordination.\nEnsure continuity of support during vacations, leaves of absence, and other coverage periods.\nParticipate in the administrative community by sharing knowledge, supporting team initiatives, and contributing to a collaborative, professional work environment.\nProvide 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.\nRequired Qualifications\n3+ years of executive, administrative, or office support experience.\nFluency in English both spoken and written.\nExperience managing calendars, scheduling meetings, and coordinating administrative activities for leaders or teams.\nExperience coordinating travel arrangements and processing expense reports.\nStrong organizational and time management skills with exceptional attention to detail.\nAbility to manage multiple priorities and adapt to changing business needs in a fast-paced environment.\nStrong written and verbal communication skills with the ability to interact professionally across all levels of the organization.\nHigh level of professionalism, discretion, and integrity when handling confidential information.\nProficiency with Microsoft Office, Google Workspace, and collaboration tools such as Microsoft Teams or Slack.\nAbility to work independently, take initiative, and follow through on assigned responsibilities.\nPreferred Qualifications\nExperience supporting VP, Senior Director, or equivalent leadership.\nFluency in Arabic both spoken and written.\nExperience working in an aerospace, defense, manufacturing, or other fast-paced organization.\nFamiliarity with travel and expense management systems such as Concur and enterprise systems such as Costpoint.\nExperience coordinating meetings, offsites, or team events.\nExperience supporting cross-functional teams and collaborating with multiple business partners.\nAssociate's or bachelor's degree in Business Administration or a related field, or equivalent practical experience.","description_format":"text","description_chars":3545,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[{"language":"Arabic","level":"Advanced (C1)","optional":true},{"language":"English","level":"Advanced (C1)","optional":false}]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Military Drones","Defense Manufacturing","Defense AI","Drone 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