Operations Manager

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 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. The day-to-day Legal aspects of the entity (compliance, tax, finance) Compliance — including licenses, FMV (Fair Market Value) and ISP Coordinating local hiring 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 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 You should apply if you 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. Nice to have 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 Join Helsing and work with world-leading experts in their fields Helsing’s work is important. You’ll be directly contributing to the