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About the Role

Harmattan AI is seeking an Office Operations & Facilities Manager to establish and maintain office operating procedures, manage office supplies and vendors, and coordinate office moves and improvements. This role will also own executive calendars, optimize meeting schedules, and develop scalable administrative systems to support U.S.-based employees. Additionally, the position involves coordinating travel arrangements and supporting event logistics.

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.
• 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.

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.

Experience Level

• 5-7 years

About the Company

• 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.