Executive Assistant
Posted 14 Jul 2026
BranchFactor Summary
The original posting with the fluff stripped out
- Expected experience
- 5–7 yrs
- Management level
- Individual contributor
- Employment
- On-Site
- Contract
- Full-time
No salary listed for this role.
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
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Own recurring meeting schedules for executive leadership and key business functions.
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Coordinate leadership meetings, staff meetings, and internal working groups.
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Improve meeting cadence, agenda management, action-item tracking, and follow-up processes.
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Optimize executive calendars to maximize productivity and minimize scheduling conflicts.
Administrative Infrastructure
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Develop scalable administrative systems, templates, trackers, and filing structures.
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Support onboarding and offboarding activities for U.S.-based employees.
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Assist with document management, records organization, and internal communications.
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Establish repeatable processes that reduce administrative burden on leadership and staff.
Travel & Event Coordination
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Coordinate domestic and international travel arrangements for executives and employees.
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Support planning and logistics for demonstrations, trade shows, customer visits, and company events.
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Manage meeting logistics, conference room scheduling, visitor coordination, and hospitality requirements.
Candidate Requirements
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5–7 years of experience in office administration, executive support.
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Previous experience supporting senior leaders, executives, founders, or C-suite personnel.
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Experience coordinating calendars, meetings, travel, events, and administrative processes.
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Experience in a startup, technology, aerospace, defense, or similarly fast-paced environment preferred.
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Highly organized, with strong attention to detail and follow-through.
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Adaptable and calm under pressure in a fast-paced, high-growth environment.
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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.