Office Manager

Harmattan AI; Austin (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Harmattan AI is seeking an Office Operations & Facilities Management professional to establish processes, manage facilities, and support senior leadership. The role covers office operations, calendar control, onboarding, and travel logistics for a fast-paced, growth-focused tech/defense environment.

You will coordinate executive schedules, organize meetings, events, and internal communications, while building scalable administrative systems for U.S.-based staff.

Qualifications

• 5–7 years of experience in office administration or executive support.
• Experience supporting senior leaders, founders, or C-suite.
• Experience coordinating calendars, meetings, travel and events.
• Startup/tech/aerospace/defense or fast-paced environment preferred.
• Highly organized with strong attention to detail and follow-through.
• Adaptable and calm under pressure in a high-growth setting.
• Strong communication and collaboration skills.

Responsibilities

• Establish and maintain office operating procedures and administrative processes.
• Manage office supplies, equipment, vendors, and facilities 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

5+ years experience

Executive support

Calendar management

Travel coordination

Events coordination

Strong communicator

Team player

Calm under pressure

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.