Executive Assistant

Helsing; Berlin; On-site; EUR 60,000 - 90,000; Full time

Benefits offered by this job

Relocation support

Learning allowance

Health & wellness

Social events

Enhanced parental leave

Remote work option during pregnancy

Job summary

Helsing is seeking an Executive Assistant to our CTO and senior tech leaders in Berlin. In a founders associate function, you will manage high-stakes meetings, filter correspondence, and coordinate with government and industry officials.

You will also run the CTO's agenda, travel, and administrative systems, using AI tools to speed up routine work. Your work will free the CTO and tech leaders to focus on technical decisions and help Helsing respond quickly to internal and external needs.

Qualifications

• Have supported technical founders or executives, and managed their agenda, correspondence and travel with discretion.
• Experience in a fast-paced tech environment and ability to adapt quickly as priorities change.
• Familiar with AI-enabled workflows and tools to speed up daily tasks.
• Excellent written and spoken German and English, with ability to engage with senior officials.

Responsibilities

• Act as the first point of contact between the CTO, tech leaders and external partners, clients and senior officials, ensuring responses within one working day.
• Organise meetings and prepare briefing materials to make conversations productive.
• Filter and prioritise correspondence for the CTO and senior leaders, escalating only what needs attention.
• Plan travel, manage agendas and internal meetings, protecting time for deep technical work.
• Support projects for the CTO as a founders associate and build AI-enabled workflows to reduce administrative effort.

Skills

Agenda management

Executive support

Travel planning

Discretion

German language

English language

AI tools

Tools

AI tools

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.

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.

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 Executive Assistant to our CTO and other tech leaders, you will work in a founders associate function, extending their reach across engineering, government and industry. You will manage high‑stakes meetings, filter and prioritise correspondence, and coordinate with senior external officials. You will also run the CTO's agenda, travel and administrative systems, using AI tools to speed up routine work. Your work will free the CTO and tech leaders to focus on technical decisions and help Helsing respond quickly to internal and external needs.

The day‑to‑day

• Act as the first point of contact between the CTO, tech leaders and external partners, clients and senior officials in business and government, so that requests get a response within one working day
• Organise meetings and communications with senior external stakeholders, and prepare briefing materials that make every conversation productive
• Filter and prioritise correspondence for the CTO and tech leaders, resolving routine matters independently and escalating only what needs their attention
• Plan travel and detailed itineraries, and manage agendas and internal meetings with Helsing teams, resolving conflicts and protecting time for deep technical work
• Support projects and initiatives for the CTO as a founders associate, and build AI‑enabled workflows that cut administrative effort across the team

You should apply if you

• Have supported technical founders or executives, and managed their agenda, correspondence and travel with discretion
• Have worked in a fast‑paced, dynamic tech scale‑up and adapted quickly as priorities changed
• Use AI tools in daily work and have built workflows that save time
• Communicate clearly in written and spoken German and English, and have engaged effectively with senior officials in the private and public sectors
• Balance competing priorities and exercise sound professional judgement with confidential information

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.

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.