Executive Assistant

Helogen; Los Angeles (CA); On-site; USD 80,000 - 100,000; Full time

Job summary

Helogen, Inc. in Los Angeles, CA, is seeking an Executive Assistant (Founder's Office) to support our CEO from our office near LAX. You will be a force multiplier, coordinating calendars, travel, inbox, and communications with investors, clients, and partners, while representing the company professionally.

We value proactive problem-solvers who are highly organized, discreet, and able to adapt as we scale. This is a hands-on role with growth potential in a fast-moving startup environment.

Qualifications

• 5+ years supporting founders or senior leadership in a fast-moving startup.
• Ability to work independently with strong organizational skills.
• Excellent written and verbal communication; professional interactions with stakeholders.
• Experience coordinating travel, hotels, restaurants and itineraries.
• Proactive problem solver; comfortable evolving priorities and handling ambiguity.

Responsibilities

• Manage CEO calendar and prioritize meetings.
• Coordinate domestic and international travel on short notice.
• Monitor CEO inbox; draft responses and route important messages.
• Represent Helogen with investors, clients, partners, and other stakeholders.
• Plan all-hands meetings and internal gatherings; document notes and attendance.
• Own and improve lightweight administrative and operational processes that help the company scale.
• Order office supplies and support onboarding, events, vendor coordination as needed.

Skills

Calendar management

Travel coordination

Communications

Slack

Zoom

Confidentiality

Startup experience

Problem solving

Tools

Google Workspace

Job description

The Role:

Helogen is seeking a highly organized and proactive Executive Assistant (Founder's Office) to support our CEO in our Los Angeles office. You'll be joining a small team of high-caliber engineers, scientists, builders, and operators working to unlock the potential of the microgravity environment for industrial applications. We value execution over perfection, clarity over complexity, and ownership over handholding. We move quickly, learn fast, and adapt as the company evolves.

As our Executive Assistant in the Founder's Officer, you will serve as a force multiplier for our CEO, managing the administrative details that keep him organized and effective. Your day might include shifting schedules to accommodate an important site visit, booking last-minute travel for a meeting with a client, or researching upcoming industry events. You'll also serve as a trusted representative of Helogen, interacting with investors, clients, and talent on his behalf. This is a high-impact role in a fast-growing organization, with the opportunity to grow into a larger role as we scale.

This role reports to Helogen's Chief Executive Officer.

How You’ll Make An Impact:

• Serve as a trusted partner to the CEO; anticipate needs, create organizational systems, and simplify his day-to-day administrative demands

• Manage a complex calendar; develop an understanding of 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 our 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 ensure communications are routed and addressed 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 We're Looking For:

• Requirements:

  • 5+ years of experience supporting founders, executives, or senior leadership teams within a fast-moving startup

  • Comfortable exercising judgment and making decisions independently without requiring detailed direction

  • Highly organized and detail-oriented; you adeptly manage calendars, inbox, and travel plans seamlessly

  • Professional and pleasant with excellent written and verbal communication skills, you represent Helogen positively in interactions with investors, customers, partners, candidates, and other stakeholders

  • You enjoy coordinating travel, selecting restaurants and accommodations, considering logistics, and putting together thoughtful itineraries

  • Resourceful and adaptable; you thrive in environments where priorities evolve quickly and new challenges emerge regularly

  • 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 of standard business hours, including evenings and weekends as needed

• Nice to have:

  • 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; you can plan dinners, source company swag, and book travel that meets budget and quality standards

  • Human Resources and/or onboarding experience a plus

Compensation:

The compensation range for this position is $80,000-$100,000 annually. Qualified candidates must be based in Los Angeles, California and willing to work full-time from our office near LAX.

Export Control Requirements

Due to the nature of the work performed, applicants must be a U.S. Person as defined by U.S.* export control regulations or otherwise eligible to access export-controlled information and technology.*U.S. citizen, U.S. lawful permanent resident, or protected individual as defined by 8 U.S.C. 1324b(a)(3) (i.e., individual admitted to the U.S. as a refugee or granted asylum in the U.S.)