Executive Assistant - Founder's Office

The Role:

Helogen is seeking an exceptionally organized, resourceful, and flexible Executive Assistant to support our CEO/Founder as a force multiplier. Helogen is growing rapidly, and our needs change day-to-day, hour-to-hour. On any given day, you might coordinate with a venture capital investor, help resolve an operational bottleneck at our manufacturing facility, prepare materials for a board meeting, follow up with a strategic partner, or manage the CEO’s schedule and communications. The right person for this role has supported a founder or CEO through a growth phase, has keen instincts and can anticipate obstacles before they become problems, and is a steady presence who can be trusted with the important operational tasks that help keep the engine of our scaling aerospace company running.

In this role, 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.

This is a high-impact role with visibility into nearly every function across the company, with the opportunity to grow into a larger role as we scale.

How You’ll Make An Impact:

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

• Own our CEO's complex calendar and inbox; develop an understanding of business and personal priorities, handle routine correspondence, and ensure important communications receive timely attention

• Act as a trusted gatekeeper; prioritize and screen incoming requests and ensure communications with investors, customers, partners, vendors, and media are routed and addressed appropriately

• Prepare executive briefings, meeting agendas, research, correspondence, and follow-up materials

• Draft and, with appropriate authorization, coordinate communications on behalf of the CEO

• Coordinate domestic and international travel, including flights, accommodations, transportation, restaurant reservations, and itineraries, often on short notice

• Manage special projects requiring research, vendor coordination, negotiation, and rapid problem-solving

• Schedule all-hands meetings and other internal gatherings, and document discussion points and attendance

• Help establish lightweight processes, reporting systems, and operating rhythms as the company scales; identify operational bottlenecks and work directly with teams to resolve them

• Support fundraising processes, investor outreach, and relationship management

• Maintain accurate investor pipelines, relationship histories, and fundraising trackers; prepare investor updates, board materials, presentations, and supporting analyses

• Support recruiting, onboarding, vendor management, procurement, and administrative initiatives as needed

What We're Looking For:

• Requirements:

  • 5+ years of experience supporting founders, executives, or senior leadership teams within a fast-moving startup; experience in frontier tech, space, climate, defense tech, robotics, AI, hardware, deep tech, or advanced manufacturing is strongly preferred

  • Exceptional judgment: you know what requires the CEO’s attention, what can be delegated, and what you can resolve independently

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

  • Relentlessly resourceful: when you encounter something unfamiliar, you figure it out. You don’t wait for detailed instructions

  • Proactive problem solver and execution-oriented: you anticipates needs, address issues before they become obstacles, and take responsibility for getting the job finished

  • Uses technology and AI effectively: you're comfortable working with spreadsheets, presentations, and project management tools, and actively look for opportunities to automate administrative work, improve workflows, and increase productivity

  • Discreet and trustworthy: you can handle highly confidential financial, personnel, and strategic information

  • Comfortable with ambiguity: priorities move quickly, and you can adapt without becoming overwhelmed

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

  • Logistics is a strength: you enjoy coordinating travel, selecting restaurants and accommodations, considering logistics, and putting together thoughtful itineraries

  • Low ego and high ownership: you’re highly collaborative, personable, 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:

  • Exposure to fundraising, venture capital, investor relations, or corporate development.

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

  • Experience building internal processes or managing cross-functional operations at an early-stage company.

  • Experience with AI-enabled executive workflows and automation

Compensation:

The compensation range for this position is $100,000-$135,000 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.)