Office Manager

Full Job Description

About Us

Harmattan AI is a next-generation defense prime building autonomous and scalable defense systems. Following the close of a $200M Series B, valuing the company at $1.4 billion, we are expanding our teams and capabilities to deliver mission-critical systems to allied forces.

Our work is guided by clear values: building technologies with real-world impact, pursuing excellence in everything we do, setting ambitious goals, and taking on the hardest technical challenges. We operate in a demanding environment where rigor, ownership, and execution are expected.

About the Role

Office Operations & Facilities Management

• Establish and maintain office operating procedures and administrative processes.

• Manage office supplies, equipment, vendors, and facilities-related requirements.

• Coordinate office moves, workspace planning, and facility improvements as the organization grows.

• Serve as the primary point of contact for office logistics and workplace issues.

Executive Calendar & Meeting Management

• Own recurring meeting schedules for executive leadership and key business functions.

• Coordinate leadership meetings, staff meetings, and internal working groups.

• Improve meeting cadence, agenda management, action-item tracking, and follow-up processes.

• Optimize executive calendars to maximize productivity and minimize scheduling conflicts.

Administrative Infrastructure

• Develop scalable administrative systems, templates, trackers, and filing structures.

• Support onboarding and offboarding activities for U.S.-based employees.

• Assist with document management, records organization, and internal communications.

• Establish repeatable processes that reduce administrative burden on leadership and staff.

Travel & Event Coordination

• Coordinate domestic and international travel arrangements for executives and employees.

• Support planning and logistics for demonstrations, trade shows, customer visits, and company events.

• Manage meeting logistics, conference room scheduling, visitor coordination, and hospitality requirements.

Candidate Requirements

• 5–7 years of experience in office administration, executive support, office management, or business operations.

• Previous experience supporting senior leaders, executives, founders, or C-suite personnel.

• Experience coordinating calendars, meetings, travel, events, and administrative processes.

• Experience in a startup, technology, aerospace, defense, or similarly fast-paced environment preferred.

• Highly organized, with strong attention to detail and follow-through.

• Adaptable and calm under pressure in a fast-paced, high-growth environment.

• Strong communicator and collaborative team player.

We look forward to hearing how you can help shape the future of autonomous defense systems at Harmattan AI.

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