Executive Assistant
harmattan-ai · Austin · onsite
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
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.
- 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.