Team Assistant

Full Job Description

Who we are

Helsing is a defence AI company. Our mission is to protect our democracies. We aim to achieve technological leadership, so that open societies can continue to make sovereign decisions and control their ethical standards.

As democracies, we believe we have a special responsibility to be thoughtful about the development and deployment of powerful technologies like AI. We take this responsibility seriously.

We are an ambitious and committed team of engineers, AI specialists and customer-facing programme managers. We are looking for mission-driven people to join our European teams – and apply their skills to solve the most complex and impactful problems. We embrace an open and transparent culture that welcomes healthy debates on the use of technology in defence, its benefits, and its ethical implications.

The role

As Team Assistant in Munich, you will support Helsing's leadership team as it works with government, armed forces and industry partners. Reporting to the Executive Assistant, you will organise high-stakes meetings, manage complex diaries across time zones and handle correspondence with senior officials with care and discretion. You will plan domestic and international travel, keep expenses accurate and make sure information moves smoothly between departments. Your work creates the conditions for colleagues to respond quickly to partners and deliver on commitments to Europe's defence. This is a hands-on role in a fast-growing company, where careful administration has visible impact on how Helsing is experienced by the people we serve.

The day-to-day

Act as the first point of contact for the leadership team, correspondence with internal departments, external stakeholders and service providers, and filtering and prioritising incoming requests

Manage complex diaries for several senior colleagues, scheduling internal and external meetings and resolving calendar conflicts before they escalate

Own end-to-end planning of domestic and international business travel, including itineraries, visas and logistics, so that colleagues arrive prepared for government and industry engagements

Process travel expense reports and general team expenses accurately and on time, keeping spend transparent and within policy

Organise internal and external meetings / events with senior officials across business and government, alongside internal C-level executives

You should apply if you

Have supported senior stakeholders in an administrative, team assistant, office management, workplace coordination, event management or hospitality role

Organise competing priorities calmly and keep structure in a fast-paced, high-stakes environment

Communicate with clarity in writing and in person, and have engaged effectively with senior officials in both the private and public sectors

Exercise sound professional judgement, reliability and complete discretion when handling confidential information

Work fluently in German and English, and are comfortable with MS Office, especially Outlook

Note: We operate in an industry where women, as well as other minority groups, are systematically under-represented. We encourage you to apply even if you don’t meet all the listed qualifications; ability and impact cannot be summarised in a few bullet points.

Nice to Have

Experience using SAP Concur for travel and expense management

Familiarity with high-growth or technology companies, including event planning and travel management

Join Helsing and work with world-leading experts in their fields

Helsing’s work is important. You’ll be directly contributing to the protection of democratic countries while balancing both ethical and geopolitical concerns

The work is unique. We operate in a domain that has highly unusual technical requirements and constraints, and where robustness, safety, and ethical considerations are vital. You will face unique Engineering and AI challenges that make a meaningful impact in the world

Our work frequently takes us right up to the state of the art in technical innovation, be it reinforcement learning, distributed systems, generative AI, or deployment infrastructure. The defence industry is entering the most exciting phase of the technological development curve. Advances in our field of world are not incremental: Helsing is part of, and often leading, historic leaps forward

In our domain, success is a matter of order-of-magnitude improvements and novel capabilities. This means we take bets, aim high, and focus on big opportunities. Despite being a relatively young company, Helsing has already been selected for multiple significant government contracts

We actively encourage healthy, proactive, and diverse debate internally about what we do and how we choose to do it. Teams and individual engineers are trusted (and encouraged) to practise responsible autonomy and critical thinking, and to focus on outcomes, not conformity. At Helsing you will have a say in how we (and you!) work, the opportunity to engage on what does and doesn’t work, and to take ownership of aspects of our culture that you care deeply about

What we offer

Competitive salary and VSOP options

Relocation support: up to €2,500 and 4 weeks temporary accommodation

Learning: €500/£450 yearly allowance

Health & wellness: gym membership and mental health support (Nilo.health)

Social: regularly company events and monthly social allowances

Enhanced parental leave: 22 weeks fully paid for primary caregivers & 6 weeks for secondary caregivers.

Family support: 5 days of paid family emergency leave, 100% remote work option during pregnancy and phased return to work

These are the core benefits across all locations, there may be additional benefits in certain locations.

Helsing is an equal opportunities employer. We are committed to equal employment opportunity regardless of race, religion, sexual orientation, age, marital status, disability or gender identity. Please do not submit personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, data concerning your health, or data concerning your sexual orientation.

Helsing's Candidate Privacy and Confidentiality Regime can be found here.

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