Executive Operations Partner

Job description

**Executive Operations Partner, Office of the CEO (OCEO)** At Heart Aerospace, we are developing the ES-30, a regional hybrid-electric commercial aircraft capable of carrying 30 passengers, boasting an all-electric, zero-emission range of 125 mi and a hybrid-electric range of 500 mi. Heart is targeting type certification of the ES-30 by the end of the decade. Heart’s Executive Leadership Team (ELT) is focused on delivering the company’s next critical phase: achieving first flight of our X1 full-scale demonstrator aircraft, advancing the X2 prototype program, progressing strategic planning and fundraising efforts, and preparing the company for industrialization and production. This is a period of high intensity, rapid decision-making, and strident execution requiring tight coordination across engineering, operations, commercial, and corporate functions. **Your Mission:** Heart Aerospace is seeking an Executive Operations Partner to support Heart’s Executive Leadership Team, with primary focus on supporting the Founder & CEO. This role sits at the center of the company’s operating rhythm, helping ensure senior leaders are spending their time on the highest-value priorities and that the day-to-day mechanics around strategic decision-making, meetings, travel, external engagement, and follow-through run with precision. The Executive Operations Partner will own core executive operations across scheduling, travel, inbox and headquarters management support, while helping maintain order, responsiveness, and momentum during a dynamic period of company growth. This is a high-trust, high-visibility role suited for someone who thrives in fast-moving environments, exercises strong judgment, and brings a service mindset, discretion, and operational excellence to supporting senior leadership. The role requires flexibility and a high degree of responsiveness, including outside of normal business hours, as the needs of the Executive Leadership Team evolve. This role may suit both an experienced executive operations professional and a high-potential early-career operator looking to build deep exposure to how a hard tech company is run at the leadership level. **Key responsibilities include but are not limited to:** **Executive Admin & Correspondence:** - Lead executive scheduling for members of the Executive Leadership Team, driving prioritization, sequencing, conflict resolution, and focus time protection so leadership time stays aligned to company priorities - Serve as a point of coordination for last-minute changes and shifting priorities, helping the Executive Team respond quickly and smoothly - Manage Executive Leadership Teams’ inbox, including triage, drafting responses, and flagging items requiring direct attention - Support executive correspondence across key external functions, including investor relations, media relations, public affairs, and Corporate Affairs activities including maintaining CRM hygiene and tracking next steps - Track meeting action items and follow-ups to ensure continuity and execution across meetings and commitments - Identify gaps and improve systems, tools, and processes to increase efficiency and clarity - Collaborate with Executive Operations partners across the company and support team events, offsites, and company-wide activities as needed - Support expense management, including receipt tracking, reconciliation, and timely submission **Travel & planning:** - Support executive travel and planning, ensuring domestic and international travel is tightly coordinated, and executed to a high standard. - Prepare agendas, briefing materials, and background notes for meetings, travel, and external engagements **Headquarters Management & Visits:** - Support the Office Manager with headquarters logistics, helping manage executive movements and the day-to-day details that keep the office running smoothly. Including overseeing meeting room scheduling, coordinating catering, supplies, printed materials, and other on-site needs for executive meetings and leadership activity. - Ensure a polished, high-quality, and well-run experience for visitors engaging with Heart leadership, from arrival through departure **Special Projects & Initiatives:** - Support headquarters evolution and facilities improvements, including layout, functionality, and day-to-day usability of the space - Contribute to the look and feel of the executive and headquarters environment, including decor, materials, and overall presentation of the company to internal and external stakeholders - Assist in building and refining internal processes, templates, and materials that support executive operations and company-wide coordination **You’ll Bring These Qualifications for the Executive Operations Manager position:** - 5+ years of experience supporting founders, senior executives, or principals in a technology startup or other high-demand environment - Experience owning complex executive scheduling, including prioritization, sequencing, and conflict resolution across multiple stakeholders - Experience planning and executing complex domestic and international travel with frequent changes and tight timelines - Strong written and verbal communication skills, including drafting professional correspondence on behalf of executives - Experience with handling sensitive information and high-stakes interactions - Experience supporting external engagement workflows, including investor, media, or stakeholder coordination (CRM familiarity a plus) **These Qualifications Would Be Nice to Have:** - High level of responsiveness, reliability, and professionalism in a fast-paced, always-on environment - Strong operational instincts, with the ability to anticipate needs, close gaps, and keep work-streams moving - Comfortable coordinating across senior internal stakeholders and high-profile external contacts - Interest in using generative AI tools to improve workflow efficiency (e.g., summarization, drafting, research, and materials development) **Additional Requirements:** - Ability to maintain a high level of responsiveness outside standard business hours as needed **Base Pay Range:** **$98,000—$130,000 USD**