Office Manager

Harmattan AI; France; Sur place; EUR 60 000 - 85 000; Plein temps

Résumé du poste

Harmattan AI is seeking an experienced Office Operations & Facilities Manager in France to support executive leadership and the growing organization. You will establish scalable admin processes, coordinate calendars and travel, and ensure smooth office logistics.

The role requires strong organizational skills, effective communication, and the ability to manage multiple priorities in a fast-paced, high-growth environment.

Qualifications

• 5–7 years in office administration, executive support, or related roles.
• Experience supporting senior leaders or C‑suite personnel.
• Experience coordinating calendars, meetings, travel, and events.
• Experience in startup/tech/aerospace/defense or fast‑paced environments preferred.
• Highly organized with strong attention to detail and follow‑through.
• Adaptable and calm under pressure in a high‑growth setting.
• Strong communicator and collaborative team player.

Responsabilités

• Establish and maintain office procedures and administrative processes.
• Manage office supplies, equipment, vendors, and facilities needs.
• Coordinate office moves, workspace planning, and facility upgrades.
• Serve as primary contact for office logistics and workplace issues.
• Own recurring meeting schedules for executive leadership and key functions.
• Coordinate leadership and staff meetings and internal working groups.
• Improve cadence, agendas, action items, and follow-ups for meetings.
• Optimize executive calendars to boost productivity and minimize conflicts.
• Develop scalable administrative systems, templates, trackers, and filing structures.
• Support onboarding/offboarding for U.S.-based employees.
• Assist with document management, records, and internal communications.
• Establish repeatable processes to reduce admin burden.
• Coordinate domestic and international travel for executives and staff.
• Support planning for demonstrations, trade shows, and events.
• Manage meeting logistics, room bookings, and hospitality.

Connaissances

Office administration

Executive support

Calendar management

Travel coordination

Event planning

Attention to detail

Communication

Description du poste

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.