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:

Scheduling & time management:

• Lead executive scheduling for the CEO and support the Executive Leadership Team, driving prioritization, sequencing, conflict resolution, and focus time protection so leadership time stays aligned to company priorities
• Manage inbound scheduling requests and coordinate efficiently with internal and external stakeholders
• Maintain a high-functioning operating rhythm for the ELT during periods of shifting priorities and high activity
• Serve as a point of coordination for last-minute changes and shifting priorities, helping the OCEO respond quickly and smoothly

Correspondence:

• Drive executive correspondence and follow-through for the CEO, helping manage communication flow, surface priorities, and keep internal and external engagements moving
• Manage CEO 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 other Corporate Affairs activity
• Help manage follow-up and information flow tied to external stakeholders, meetings, and outreach, including maintaining CRM hygiene and tracking next steps
• Track action items and follow-ups to ensure continuity and execution across meetings and commitments

Travel & planning:

• Direct executive travel and planning, ensuring domestic and international travel is tightly coordinated, efficiently sequenced, and executed to a high standard
• Plan and execute complex domestic and international travel, including flights, accommodations, ground transport, itineraries, and contingency planning
• Prepare agendas, briefing materials, and background notes for meetings, travel, and external engagements

Headquarters management:

• Act as an air traffic controller for headquarters logistics, helping manage executive movements and the day-to-day details that keep the office running smoothly
• Oversee meeting room scheduling, room readiness, and front-of-house logistics for executive and internal meetings
• Help manage the flow of high-priority meetings and leadership activity across the office, ensuring timing, materials, spaces, and stakeholders stay aligned
• Partner with workplace and other internal teams to ensure headquarters operations effectively support the needs of senior leadership
• Coordinate catering, supplies, printed materials, and other on-site needs for executive meetings and leadership activity

Visits:

• Coordinate executive visitors, meetings, tours, and on-site logistics, including VIPs, investors, media, partners, candidates, and other external guests
• Ensure a polished, high-quality, and well-run experience for visitors engaging with Heart leadership, from arrival through departure
• Serve as a point of coordination across internal teams to align timing, logistics, hosting responsibilities, and follow-through for external visits and executive meetings

Operations & Process Improvement:

• Partner with the Chief of Staff and cross-functional stakeholders to ensure executives are well-supported and workflows stay on track
• Identify gaps and improve systems, tools, and processes to increase efficiency and clarity
• Leverage modern tools, including generative AI, to streamline workflows such as summarization, drafting, research, and presentation development
• Collaborate with Executive Operations partners across the company and support team events, offsites, and company-wide activities as needed

Executive admin:

• Support expense management, including receipt tracking, reconciliation, and timely submission

Special Projects & Initiatives:

• Provide support to the office manager in taking on ad hoc projects in support of the Office of the CEO and Executive Leadership Team, stepping in where additional ownership or coordination is needed
• 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 with planning and execution of internal events, offsite events, and leadership gatherings
• Support high-visibility external moments, including investor visits, media engagements, and company milestones
• Help drive cultural and organizational initiatives that improve how the company operates day-to-day
• Assist in building and refining internal processes, templates, and materials that support executive operations and company-wide coordination
• Take ownership of discrete workstreams as needed, bringing structure, follow-through, and high attention to detail

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
• Proven 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
• High level of responsiveness, reliability, and professionalism in a fast-paced, always-on environment
• Strong judgment and discretion in handling sensitive information and high-stakes interactions
• Ability to manage multiple priorities simultaneously with minimal oversight and consistently strong attention to detail
• Experience supporting external engagement workflows, including investor, media, or stakeholder coordination (CRM familiarity a plus)
• 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
• Experience supporting in-office operations, including meeting coordination, logistics, and maintaining a high-functioning executive environment
• Interest in using generative AI tools to improve workflow efficiency (e.g., summarization, drafting, research, and materials development)

These Qualifications Would Be Nice to Have:

• High-potential early-career candidates with strong judgment and meaningful responsibility in
  demanding principal support roles including startups, professional services, politics, family
  offices, and founder-led environments are encouraged to apply

Additional Requirements:

• Ability to maintain a high level of responsiveness outside standard business hours as needed