Executive Assistant

We are hiring an Executive Assistant to support the Senior Director of Science and a multidisciplinary organization of approximately 125 scientists, engineers, techs, and operations professionals. In this role, you will independently manage administrative priorities, prepare reports for the Board and Executive Team, and spearhead new department initiatives. This is an onsite role based in Everett, WA, reporting to the Senior Director of Science.

Responsibilities

Manage calendar, inbox, scheduling, and meeting priorities, independently navigating competing demands and coordinating with senior leaders across Helion; Coordinate department operating rhythms, including weekly huddles, leadership meetings, quarterly completed objectives reviews, and strategic planning sessions; Own meeting logistics, agendas, notes, action tracking, and distribution of information; Prepare initial drafts of communications, decision memos, briefing documents, presentations, and department updates; Synthesize information from meetings and conversations into concise, actionable materials; Serve as a department onboarding champion, helping new hires navigate Helion, reinforcing company values, coordinating introductory check-ins, and identifying opportunities to improve the onboarding experience; Coordinate training records and completion tracking, partnering with managers and functional owners to identify overdue requirements and maintain department readiness; Provide administrative support to directors and managers, including expense reports, team events, recognition activities, operational campaign meals, recruiting visits, and complex scheduling; Support new department initiatives and programs, including external research collaborations such as HERCULES, by coordinating stakeholders, documentation, workflows, and administrative execution until the program can be passed off for long-term ownership; Develop and improve administrative processes, documentation systems, dashboards, and communication workflows, leveraging AI tools and automation to eliminate unnecessary work; Build strong relationships with leaders, employees, and external partners, maintaining confidentiality and exercising sound judgment in sensitive situations

Requirements

6+ years of executive or administrative support experience, including direct support for senior leaders in a complex, fast-paced organization; Demonstrated ability to work independently, navigate ambiguous priorities, and exercise sound judgment in allocating time and attention; Excellent written and verbal communication skills, including the ability to synthesize complex discussions into clear summaries, meeting notes, and initial drafts; Experience managing complex calendars, coordinating multiple stakeholders, and organizing leadership meetings and events; Proficiency with Microsoft Office applications, particularly Outlook, PowerPoint, Word, and Excel; Strong organizational skills with a demonstrated ability to track commitments, follow through on details, and improve administrative processes; Ability to build trust across organizational levels, handle sensitive information with discretion, and balance responsiveness with competing priorities; Proactive engagement of team members at all levels of the organization; Interest in using technology, automation, and AI tools to improve administrative effectiveness; A growth mindset, interest in learning new skills and taking on new challenges, and excellent at delivering direct feedback

Benefits

Medical, Dental, and Vision plans for employees and their families; 31 Days of PTO (21 vacation days and 10 sick days); 10 Paid holidays, plus company-wide winter break; Up to 5% employer 401(k) match; Short term disability, long term disability, and life insurance; Paid parental leave and support (up to 16 weeks); Annual wellness stipend