Office Manager

Harmattan AI•Austin, TX

33d

About The Position

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. This role focuses on Office Operations & Facilities Management, Executive Calendar & Meeting Management, Administrative Infrastructure, and Travel & Event Coordination. The Office Manager will establish and maintain office operating procedures, manage office supplies and equipment, coordinate office moves, and serve as the primary point of contact for office logistics. They will also own recurring meeting schedules for executive leadership, coordinate leadership meetings, and optimize executive calendars. Additionally, the role involves developing scalable administrative systems, supporting onboarding/offboarding, and assisting with document management. Travel and event coordination for executives and employees, including demonstrations, trade shows, and company events, will also be a key responsibility.

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.
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.

Nice To Haves

Experience in a startup, technology, aerospace, defense, or similarly fast-paced environment preferred.

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.