Office 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

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.