Executive Assistant

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.