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Executive Assistant, Marketing (R5304)

Shield AI· Growth Division – Business Development Marketing
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San Mateo, CA$95k - $140kFull Time EmployeePosted 3mo ago

About the role

Executive Assistant / Team Administrator supporting the Chief Marketing Officer (CMO) and Marketing leadership, providing on-site executive support, calendar and travel coordination, communications, and operations to enable the Marketing organization’s priorities in a fast-paced, high-growth environment.

Responsibilities

  • 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.

Qualifications

  • 5+ years of executive assistant, administrative, or related professional experience supporting C-level executives.
  • Demonstrated success partnering closely with senior executives in demanding, fast-paced environments requiring exceptional professionalism and sound judgment.
  • Experience managing highly complex calendars, travel, executive meetings, and competing priorities with minimal direction.
  • Strong organizational skills with exceptional attention to detail and follow-through.
  • Experience preparing executive-level presentations and business documents using PowerPoint and other presentation tools.
  • Excellent written and verbal communication skills with a polished executive presence.
  • Proven ability to manage confidential information with the highest level of discretion.
  • Experience coordinating leadership meetings, managing agendas, documenting action items, and tracking follow-up activities.
  • Ability to build trusted relationships and effectively manage stakeholders across all levels of the organization, including executives, customers, and Board members.
  • Strong proficiency with Microsoft Office Suite, Google Workspace, Slack, Microsoft Teams, calendaring systems, and video conferencing platforms.
  • Demonstrated ability to quickly learn new technologies, including a genuine interest in leveraging AI-powered productivity tools to improve efficiency.
  • Adaptability to thrive in a high-growth, rapidly changing, and often ambiguous environment.
  • Willingness to travel occasionally in support of executive meetings, company events, and industry conferences.

Skills

Required:Calendar managementTravel planningExecutive communicationsMeeting coordination

Benefits

  • Pay within range listed + Bonus + Benefits + Equity
  • Salary compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, licenses and certifications, and specific work location.
  • All offers are contingent on a cleared background and possible reference check.
  • Military fellows and part-time employees are not eligible for benefits.
Last updated Oct 23, 2026. Interested? Apply on the company site.

About Shield AI

Autonomy for the world.

Our mission is to protect service members and civilians with intelligent systems.

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