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 Manager 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
