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Executive Assistant

Harmattan AI· Operations
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AustinFull-timePosted 3mo ago

About the role

Executive Assistant role supporting executive leadership with calendar and meeting management, administrative infrastructure, and travel/event coordination at Harmattan AI.

Responsibilities

  • 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.

Qualifications

  • 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.

Skills

Required:Executive calendar managementMeeting coordinationProject and process managementTravel coordination
Nice to have:Onboarding/offboardingAdministrative systems development
Last updated Oct 7, 2026. Interested? Apply on the company site.
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About Harmattan AI

Building the Future of Autonomous Warfare.

Building the Future of Autonomous Warfare.

Autonomous WarfareUASPayloadCounter-UAS
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