Austin, Texas, United States · On-site
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Austin, Texas, United States · On-site
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Austin, Texas, United States · On-site
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Austin, Texas, United States · On-site
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Austin, Texas, United States · On-site
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Austin, Texas, United States · On-site
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Austin, Texas, United States · On-site
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Austin, Texas, United States · On-site
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Austin, Texas, United States · On-site
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Chicago, Illinois, United States · Remote OK
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Austin, Texas, United States · Remote OK
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Austin, Texas, United States · On-site
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Austin, Texas, United States · On-site
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The role focuses on managing office operations, facilities, and administrative infrastructure to support a growing organization. It also involves providing high-level executive support through calendar management, travel coordination, and meeting optimization.
Candidates need 5-7 years of experience in office administration or executive support, preferably within a fast-paced startup or defense environment. Strong organizational skills, attention to detail, and the ability to remain calm under pressure are essential.
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.
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.
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.
Building Autonomous Forces. Coordinated Saturation at the Edge.
Harmattan AI is redefining how forces are built and deployed, shaping a future where autonomous robots fight as one across the full spectrum of operations. Autonomy multiplies both mass and capability, unlocking a new scale of force. Coordinated saturation is the doctrine of modern warfare, and advantage shifts from the platform to the autonomous force.
Offices: 1, Rue du Mail, Paris, Île-de-France 75002, FR
