Office Manager

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.