Team Assistant

EngineersOfAI; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

EngineersOfAI in Greater London is looking for a Team Assistant to support its German leadership team. You will be responsible for organizing high-stakes meetings and managing correspondence with key stakeholders, ensuring efficient operations, and travel logistics.

The ideal candidate demonstrates excellent communication skills, the ability to prioritize in a dynamic environment, and a strong command of administrative software. This role advocates for inclusivity and welcomes applications from all backgrounds.

Qualifications

• Excellent written and verbal communication skills.
• Ability to prioritize tasks in a fast-paced environment.
• High degree of professional judgement and reliability.
• Strong command of administrative software.
• Proven competency in workplace coordination.

Responsibilities

• Manage communications with internal departments and external stakeholders.
• Organize domestic and international travel itineraries.
• Process travel expense reports and manage team expenses.
• Coordinate meetings and handle correspondence with senior officials.
• Filter and prioritize incoming requests effectively.

Skills

Written and verbal communication

Task prioritization

Professional judgement

MS Office proficiency

Administrative competency

Tools

SAP Concur

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, you'll be the backbone of support for Helsing's German leadership team, especially in government and industry engagements. Your expertise in organising high-stakes meetings and handling correspondence will enhance collaboration with senior external officials. You’ll ensure seamless operations with precise travel arrangements and efficient administrative systems, enabling swift responses to internal and external needs.

The day-to-day

• Act as the primary point of contact for the team, managing communications with internal departments, external stakeholders, and service providers to ensure clear information flow.
• Manage complex agendas and resolve schedule conflicts proactively to optimise the leadership team's time and efficiency.
• Organise comprehensive domestic and international travel itineraries, taking full ownership of logistics to ensure seamless business trips.
• Process travel expense reports and manage general team expenses accurately to maintain financial compliance.
• Coordinate meetings and correspond confidently with senior external officials across business and government sectors, as well as internal executive leadership.
• Filter and prioritise incoming requests, assuming responsibility for directing critical communications to the appropriate channels efficiently.

You should apply if you

• Demonstrate excellence in written and verbal communication, with a proven ability to engage effectively with senior officials across private and public sectors.
• Prioritise tasks effectively and maintain structure in a fast-paced environment, adapting flexibly to daily operational requirements.
• Exercise a high degree of professional judgement, reliability, and absolute discretion when handling sensitive information.
• Possess a strong command of standard administrative software, including MS Office and Outlook, to manage complex scheduling.
• Bring proven competency in administration, workplace coordination, or similar support functions, enabling you to anticipate team needs.

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

• Demonstrate proficiency using SAP Concur or similar expense management systems.
• Bring established competencies in advanced travel management and comprehensive event planning.