Senior Office & Executive Operations Lead

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

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.