Workplace Coordinator

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.

As our Stockholm Workplace Coordinator, you will create an inclusive and welcoming environment where colleagues and external partners can collaborate effectively. You will oversee all general office operations, ensuring the Stockholm office functions seamlessly while providing comprehensive executive assistance to the local leadership team. Your responsibilities will span from organising and hosting meetings and events to coordinating key leadership schedules, communications, and daily business activities to support the broader company mission.

• Foster an inclusive, welcoming, and effective environment for the Stockholm team, ensuring colleagues and visiting partners are consistently well supported
• Provide comprehensive executive assistance to local leadership through calendar management, scheduling, and the thoughtful prioritisation of key communications
• Oversee office operations, ensuring the workplace runs efficiently and professionally to support uninterrupted daily workflows
• Support local team culture by coordinating weekly fika, team breakfasts, and regular social gatherings
• Organise and coordinate team meetings, ranging from collaborative workshops and operational updates to local events and team offsites
• Coordinate appointments and host onsite meetings, serving as a highly professional primary point of contact for external guests and key stakeholders
• Anticipate team needs by proactively sourcing office supplies and catering, maintaining optimal stock levels
• Manage workplace ticketing systems, ensuring all facility and maintenance issues are resolved promptly
• Act as the dedicated local liaison for building management and external vendors, ensuring partners meet our operational expectations

• Demonstrate ability as an Office Manager, Executive Assistant, or in a similar workplace coordination role
• Communicate fluently in both Swedish and English, with the ability to build collaborative relationships across the team
• Possess exceptional organisational skills and can seamlessly context-switch between facility operations and executive support
• Handle sensitive information with complete reliability and discretion
• Show excellent technical proficiency across Microsoft Word, Excel, Outlook, and PowerPoint
• Align with our core values of responsibility, initiative, dedication to the mission, responsiveness, and inclusiveness

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.

• Demonstrated knowledge of Swedish workplace health and safety regulations (Arbetsmiljö)
• Previous experience acting as a Skyddsombud
• An existing network of local Stockholm vendors for catering, event spaces, and maintenance

• 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