Executive Assistant

Helogen • Los Angeles, CA

1d • $80,000 - $100,000 • Onsite

About The Position

Helogen is seeking a highly organized and proactive Executive Assistant to support its CEO in the Los Angeles office. The role serves as a force multiplier for the CEO by managing administrative details, helping him stay organized and effective, and representing Helogen with investors, clients, talent, and other stakeholders. The position is part of a small team of engineers, scientists, builders, and operators working to unlock the potential of microgravity for industrial applications. It is a high-impact role in a fast-growing organization, with the opportunity to grow into a larger role as the company scales. The role reports to Helogen’s Chief Executive Officer.

The Executive Assistant manages the CEO’s complex calendar, inbox, and domestic and international travel, often on short notice. The role also schedules internal gatherings, documents discussion points and attendance, improves administrative and operational processes, orders office supplies, and supports onboarding, event planning, vendor coordination, and other projects as needed.

Candidates must be based in Los Angeles, California and willing to work full-time from the company’s office near LAX. Compensation is $80,000–$100,000 annually. Applicants must be a U.S. Person under U.S. export control regulations or otherwise eligible to access export-controlled information and technology, including U.S. citizens, lawful permanent residents, or protected individuals as defined by 8 U.S.C. 1324b(a)(3).

Requirements

• At least 5 years of experience supporting founders, executives, or senior leadership teams within a fast-moving startup.
• Able to exercise judgment and make decisions independently without detailed direction.
• Highly organized and detail-oriented, with the ability to manage calendars, inboxes, and travel plans seamlessly.
• Professional and pleasant, with excellent written and verbal communication skills and the ability to represent Helogen positively with stakeholders.
• Enjoys coordinating travel, selecting restaurants and accommodations, considering logistics, and preparing thoughtful itineraries.
• Resourceful and adaptable, and able to thrive as priorities evolve and new challenges emerge.
• Proactive problem solver who anticipates needs and addresses issues before they become obstacles.
• Strong proficiency with Google Workspace, Slack, Zoom, and modern productivity tools.
• Able to handle confidential information with discretion and professionalism.
• Low ego, highly collaborative, and motivated by helping others operate at their highest level.
• Available to provide support outside standard business hours, including evenings and weekends as needed.
• Must be based in Los Angeles, California and willing to work full-time from the office near LAX.
• Must be a U.S. Person under U.S. export control regulations or otherwise eligible to access export-controlled information and technology; eligible categories listed include U.S. citizens, U.S. lawful permanent residents, and protected individuals as defined by 8 U.S.C. 1324b(a)(3).

Nice To Haves

• Experience in high-growth startups in sectors such as consumer health, frontier tech, space, climate, defense tech, robotics, AI, hardware, deep tech, or advanced manufacturing is strongly preferred.
• Event or conference coordination experience.
• Experience managing a budget, including planning dinners, sourcing company swag, and booking travel to meet budget and quality standards.
• Human Resources and/or onboarding experience.

Responsibilities

• Serve as a trusted partner to the CEO by anticipating needs, creating organizational systems, and simplifying day-to-day administrative demands.
• Manage the CEO’s complex calendar, understand business and personal priorities, book meetings, and resolve scheduling conflicts.
• Coordinate domestic and international travel, including flights, accommodations, transportation, restaurant reservations, and itineraries, often on short notice.
• Monitor and manage the CEO’s inbox, draft responses, handle routine correspondence, and ensure important communications receive timely attention.
• Serve as a professional point of contact for investors, customers, partners, vendors, and media; prioritize and screen incoming requests and route communications appropriately.
• Schedule all-hands meetings and other internal gatherings, and document discussion points and attendance.
• Own and improve lightweight administrative and operational processes that help the company scale efficiently.
• Order office supplies and support onboarding, event planning, vendor coordination, and other ad hoc projects as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed