Executive Assistant

Everett, WAfull timeOn Site

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mid

$136k–$167k

H1B: no

Helion The Executive Assistant at Helion supports the Senior Director of Science and a multidisciplinary team by managing administrative priorities and preparing reports. This onsite role involves coordinating meetings, communications, onboarding, and training tracking.

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. Leverage 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.

Qualification

Experience managing complex calendarsInterest in using technologyA growth mindset#LI-Onsite #LI-MM1

Required

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. You are interested in learning new skills and taking on new challenges. You are also excellent at delivering direct feedback.
#LI-Onsite #LI-MM1