Executive Assistant

Helion Energy; Everett (WA); On-site; USD 85,000 - 115,000; Full time

Benefits offered by this job

Medical, Dental, and Vision plans

31 Days PTO

10 Paid holidays + winter break

Up to 5% employer 401(k) match

Disability and life insurance

Parental leave

Wellness stipend

Job summary

Helion Energy in Everett, WA is hiring an Executive Assistant to support the Senior Director of Science and a multidisciplinary team of about 125 scientists, engineers, and operations professionals. This onsite role reports to the Senior Director of Science and focuses on managing priorities, reports for the Board, and leading department initiatives.

You will coordinate calendars, meetings, onboarding, training records, and internal communications while protecting confidentiality and using AI

Qualifications

• 6+ years of executive or administrative support experience.
• Proven ability to work independently in a fast-paced organization.
• Excellent written and verbal communication skills.
• Experience managing complex calendars and coordinating leadership meetings and events.
• Proficiency with Microsoft Office applications (Outlook, PowerPoint, Word, Excel).

Responsibilities

• Manage calendar, inbox, scheduling, and priorities across senior leaders.
• Coordinate department operating rhythms, including meetings and reviews; own logistics and notes.
• Prepare drafts of communications, memos, briefings, and updates; convert discussions into actionable materials.
• Serve as onboarding champion for new hires and improve onboarding experiences.
• Coordinate training records and track overdue requirements; maintain readiness.
• Provide admin support to directors and managers, including expense reports and events.
• Support department initiatives and external collaborations; coordinate stakeholders and workflows.
• Develop and improve administrative processes and dashboards; leverage AI tools to increase efficiency.
• Build relationships with leaders, employees, and external partners while maintaining confidentiality.

Skills

Executive support

Calendar management

Communication

Independent worker

Meeting coordination

Tools

MS Office (Outlook, PowerPoint, Word, Excel)

Job description

About Helion

We are a fusion power company based in Everett, WA, with the mission to build the world's first fusion power plant, enabling a future with unlimited clean electricity. Our vision is a world with clean, reliable, and affordable energy for everyone.

Since Helion's founding in 2013, we have raised $1.5 billion from long-time investors such as Sam Altman, Mithril, and Capricorn Investment Group as well as new investors including Thrive Capital, LightSpeed Venture Capital, SoftBank, and others to propel us forward. Our current prototype, Polaris, has reached record-breaking plasma temperatures of 150 million degrees Celsius (13 keV). Helion is continuing to iterate and on the path to the world's first fusion power plant, Orion.

This is a pivotal time to join Helion. You will tackle real-world challenges with a team that prizes urgency, rigor, ownership, and a commitment to delivering hard truths – values essential to achieving what no one has before. Together, we will change the future of energy, because the world can't wait.

What You Will Be Doing:

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. You will work across plasma physics, materials science, fuel cycle, nuclear science, experimental operations, and R&D engineering.

You will be a trusted partner to the department's leadership team, proactively identifying and removing administrative friction so leaders can focus on technical execution, strategic decisions, and developing their teams. This is an onsite role based in Everett, WA, reporting to the Senior Director of Science.

You Will:

• 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.

Required Skills:

• 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

Benefits

Our total compensation package includes benefits, including but not limited to:

• 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

Helion is an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. If you need assistance or an accommodation during the interview process, please let us know.