Executive Assistant & Office Manager

About Us

At Harmattan AI, we are a next-generation defense prime building autonomous and scalable defense systems. Driven by rigorous engineering developments of new defense products based on recent robotics and AI developments, we are on a steep growth trajectory. If you are interested in a career in a highly technical environment, thrive on pushing boundaries, and want to achieve ambitious goals, we would love to hear from you.

About the Role

As an Executive Assistant & Office Manager at Harmattan AI, you will play a pivotal role in ensuring the smooth operation of our administrative and office procedures. You will be part of a dynamic team, supporting various departments to maintain efficiency and productivity in a fast-paced environment.

Responsibilities

Workplace Management

• Administrative Oversight: Oversee daily administrative operations, including managing office supplies and handling office correspondence.

• Logistics and Mail Handling: Manage incoming and outgoing packages, postal services, and courier logistics.

• Facilities Management: Ensure the office environment is well-maintained and conducive to productivity. Oversee renovations, repairs, and building maintenance.

• Soft Services Management: Supervise cleaning, catering, reception, and other non-technical services. Ensure high-quality food and snack offerings and monitor supply levels.

• Space Planning and Optimization: Anticipate workspace needs and coordinate seating and layout plans in line with team growth and changes.

• System Maintenance: Ensure all workplace systems and equipment function properly and coordinate necessary upgrades.

Executive & Administrative Support

• Travel & Accommodation: Arrange domestic and international travel, including transportation and hotel bookings.

• Documentation Management: Distribute and track internal/external documents requiring signature.

• Event Planning: Support internal and external event coordination, from logistics to document preparation.

• Expense Management: Collect and process receipts and expense proofs in collaboration with the finance team.

• Visitor Management: Greet and assist visitors and employees from other offices, ensuring a professional and welcoming environment.

Candidate Requirements

• Educational Background: A strong academic record, ideally with a degree in Business Administration, Hospitality Management, Office Management, or a related field.

• Complex Project Management: Ability to handle multiple projects and tasks simultaneously, ensuring deadlines are met and quality is maintained.

• Adaptability & Mobility: Thrives under pressure in a fast-paced, dynamic environment; embraces a "no-task-is-too-small" mentality. Willingness to work flexible schedules as needed.

• Communication & Influence: Excellent written and verbal communication skills in both French and English, capable of interacting effectively with all levels of the organization.

• Technical Skills: Familiarity with workplace technology and finance tools and platforms to manage soft services

We look forward to hearing how you can help shape the future of autonomous defense systems at Harmattan AI.