Executive Office & Operations Manager

Harmattan AI; Austin (TX); On-site; USD 65,000 - 110,000; Full time

Job summary

Harmattan AI, a fast‑growing defense tech company in Austin, TX, seeks an experienced Office Operations & Facilities Manager to support executives and the broader team. You will design scalable admin systems, coordinate calendars, travel, and events, and maintain a productive office environment.

You will partner with leadership to streamline processes, onboarding/offboarding for U.S. staff, and effective internal communications across a high‑growth, high‑stakes organization.

Qualifications

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

Responsibilities

• 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.
• 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.
• 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.
• 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.

Skills

Executive support

Calendar management

Travel coordination

Office operations

Event planning

Communication

Team collaboration

Attention to detail

Job description

Harmattan AI, a fast‑growing defense tech company in Austin, TX, seeks an experienced Office Operations & Facilities Manager to support executives and the broader team. You will design scalable admin systems, coordinate calendars, travel, and events, and maintain a productive office environment.

You will partner with leadership to streamline processes, onboarding/offboarding for U.S. staff, and effective internal communications across a high‑growth, high‑stakes organization.