Executive Assistant

Helion•Everett, WA

1d•Onsite

About The Position

Helion is hiring an Executive Assistant to support the Senior Director of Science and a multidisciplinary organization of approximately 125 scientists, engineers, technicians, and operations professionals. The role independently manages administrative priorities, prepares reports for the Board and Executive Team, and leads new department initiatives. The Executive Assistant works across plasma physics, materials science, fuel cycle, nuclear science, experimental operations, and R&D engineering, serving as a trusted partner to department leadership and proactively reducing administrative friction. This is an onsite position in Everett, Washington, reporting to the Senior Director of Science.

Requirements

At least 6 years of executive or administrative support experience, including direct support for senior leaders in a complex, fast-paced organization.
Ability to work independently, navigate ambiguous priorities, and use sound judgment when allocating time and attention.
Excellent written and verbal communication skills, including synthesizing 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, including tracking commitments, following through on details, and improving administrative processes.
Ability to build trust across organizational levels, handle sensitive information discreetly, and balance responsiveness with competing priorities.
Proactive engagement with team members at all organizational levels.
Interest in using technology, automation, and AI tools to improve administrative effectiveness.
Growth mindset and interest in learning new skills and taking on new challenges.
Ability to deliver direct feedback.

Responsibilities

Manage calendars, inboxes, scheduling, and meeting priorities, coordinating competing demands and working 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 information distribution.
Prepare initial drafts of communications, decision memos, briefing documents, presentations, and department updates.
Synthesize meeting and conversation information into concise, actionable materials.
Support department onboarding by helping new hires navigate Helion, reinforcing company values, coordinating introductory check-ins, and identifying improvements to the onboarding experience.
Coordinate training records and completion tracking, partnering with managers and functional owners to address 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 long-term ownership is established.
Develop and improve administrative processes, documentation systems, dashboards, and communication workflows.
Use AI tools and automation to eliminate unnecessary work.
Build relationships with leaders, employees, and external partners while maintaining confidentiality and sound judgment in sensitive situations.