Executive Operations Partner, Office of the CEO (OCEO)

<p><strong>Executive Operations Partner, Office of the CEO (OCEO)</strong></p> <p class="p1">At Heart Aerospace, we are developing the ES-30, a regional hybrid-electric commercial aircraft<br>capable of carrying 30 passengers, boasting an all-electric, zero-emission range of 125 mi and a<br>hybrid-electric range of 500 mi. Heart is targeting type certification of the ES-30 by the end of the<br>decade.</p> <p class="p1">Heart’s Executive Leadership Team (ELT) is focused on delivering the company’s next critical phase:<br>achieving first flight of our X1 full-scale demonstrator aircraft, advancing the X2 prototype program,<br>progressing strategic planning and fundraising efforts, and preparing the company for<br>industrialization and production. This is a period of high intensity, rapid decision-making, and strident<br>execution requiring tight coordination across engineering, operations, commercial, and corporate<br>functions.</p> <p class="p1"><strong>Your Mission:</strong></p> <p class="p1">Heart Aerospace is seeking an Executive Operations Partner to support Heart’s Executive<br>Leadership Team, with primary focus on supporting the Founder &amp; CEO. This role sits at the center<br>of the company’s operating rhythm, helping ensure senior leaders are spending their time on the<br>highest-value priorities and that the day-to-day mechanics around strategic decision-making,<br>meetings, travel, external engagement, and follow-through run with precision.</p> <p class="p1">The Executive Operations Manager will own core executive operations across scheduling, travel,<br>inbox and headquarters management support, while helping maintain order, responsiveness, and<br>momentum during a dynamic period of company growth. This is a high-trust, high-visibility role suited<br>for someone who thrives in fast-moving environments, exercises strong judgment, and brings a<br>service mindset, discretion, and operational excellence to supporting senior leadership. The role<br>requires flexibility and a high degree of responsiveness, including outside of normal business hours,<br>as the needs of the Executive Leadership Team evolve.</p> <p class="p1">This role may suit both an experienced executive operations professional and a high-potential<br>early-career operator looking to build deep exposure to how a hard tech company is run at the<br>leadership level.</p> <p class="p1"><strong>Key responsibilities include but are not limited to:</strong></p> <p class="p1"><span style="text-decoration: underline;"><strong>Scheduling &amp; time management:</strong></span></p> <ul> <li class="p1">Lead executive scheduling for the CEO and support the Executive Leadership Team, driving&nbsp;prioritization, sequencing, conflict resolution, and focus time protection so leadership time&nbsp;stays aligned to company priorities</li> <li class="p1">Manage inbound scheduling requests and coordinate efficiently with internal and external&nbsp;stakeholders</li> <li class="p1">Maintain a high-functioning operating rhythm for the ELT during periods of shifting priorities&nbsp;and high activity</li> <li class="p1">Serve as a point of coordination for last-minute changes and shifting priorities, helping the&nbsp;OCEO respond quickly and smoothly</li> </ul> <p class="p1"><span style="text-decoration: underline;"><strong>Correspondence</strong></span>:&nbsp;</p> <ul> <li class="p1">Drive executive correspondence and follow-through for the CEO, helping manage&nbsp;communication flow, surface priorities, and keep internal and external engagements moving</li> <li class="p1">Manage CEO inbox, including triage, drafting responses, and flagging items requiring direct&nbsp;attention</li> <li class="p1">Support executive correspondence across key external functions, including investor&nbsp;relations, media relations, public affairs, and other Corporate Affairs activity</li> <li class="p1">Help manage follow-up and information flow tied to external stakeholders, meetings, and&nbsp;outreach, including maintaining CRM hygiene and tracking next steps</li> <li class="p1">Track action items and follow-ups to ensure continuity and execution across meetings and&nbsp;commitments</li> </ul> <p class="p1"><span style="text-decoration: underline;"><strong>Travel &amp; planning:</strong></span></p> <ul> <li class="p1">Direct executive travel and planning, ensuring domestic and international travel is tightly&nbsp;coordinated, efficiently sequenced, and executed to a high standard</li> <li class="p1">Plan and execute complex domestic and international travel, including flights,&nbsp;accommodations, ground transport, itineraries, and contingency planning</li> <li class="p1">Prepare agendas, briefing materials, and background notes for meetings, travel, and external&nbsp;engagements</li> </ul> <p class="p1"><span style="text-decoration: underline;"><strong>Headquarters management:</strong></span></p> <ul> <li class="p1">Act as an air traffic controller for headquarters logistics, helping manage executive&nbsp;movements and the day-to-day details that keep the office running smoothly</li> <li class="p1">Oversee meeting room scheduling, room readiness, and front-of-house logistics for&nbsp;executive and internal meetings</li> <li class="p1">Help manage the flow of high-priority meetings and leadership activity across the office,&nbsp;ensuring timing, materials, spaces, and stakeholders stay aligned</li> <li class="p1">Partner with workplace and other internal teams to ensure headquarters operations&nbsp;effectively support the needs of senior leadership</li> <li class="p1">Coordinate catering, supplies, printed materials, and other on-site needs for executive&nbsp;meetings and leadership activity</li> </ul> <p class="p1"><span style="text-decoration: underline;"><strong>Visits</strong></span>:</p> <ul> <li class="p1">Coordinate executive visitors, meetings, tours, and on-site logistics, including VIPs,&nbsp;investors, media, partners, candidates, and other external guests</li> <li class="p1">Ensure a polished, high-quality, and well-run experience for visitors engaging with Heart&nbsp;leadership, from arrival through departure</li> <li class="p1">Serve as a point of coordination across internal teams to align timing, logistics, hosting&nbsp;responsibilities, and follow-through for external visits and executive meetings</li> </ul> <p class="p1"><span style="text-decoration: underline;"><strong>Operations &amp; Process Improvement:</strong></span></p> <ul> <li class="p1">Partner with the Chief of Staff and cross-functional stakeholders to ensure executives are&nbsp;well-supported and workflows stay on track</li> <li class="p1">Identify gaps and improve systems, tools, and processes to increase efficiency and clarity</li> <li class="p1">Leverage modern tools, including generative AI, to streamline workflows such as&nbsp;summarization, drafting, research, and presentation development</li> <li class="p1">Collaborate with Executive Operations partners across the company and support team&nbsp;events, offsites, and company-wide activities as needed</li> </ul> <p class="p1"><span style="text-decoration: underline;"><strong>Executive admin:</strong></span></p> <ul> <li class="p1">Support expense management, including receipt tracking, reconciliation, and timely submission</li> </ul> <p class="p1"><span style="text-decoration: underline;"><strong>Special Projects &amp; Initiatives:</strong></span></p> <ul> <li class="p1">Provide support to the office manager in taking on ad hoc projects in support of the Office of&nbsp;the CEO and Executive Leadership Team, stepping in where additional ownership or&nbsp;coordination is needed</li> <li class="p1">Support headquarters evolution and facilities improvements, including layout, functionality,&nbsp;and day-to-day usability of the space</li> <li class="p1">Contribute to the look and feel of the executive and headquarters environment, including&nbsp;decor, materials, and overall presentation of the company to internal and external&nbsp;stakeholders</li> <li class="p1">Assist with planning and execution of internal events, offsite events, and leadership gatherings</li> <li class="p1">Support high-visibility external moments, including investor visits, media engagements, and&nbsp;company milestones</li> <li class="p1">Help drive cultural and organizational initiatives that improve how the company operates&nbsp;day-to-day</li> <li class="p1">Assist in building and refining internal processes, templates, and materials that support&nbsp;executive operations and company-wide coordination</li> <li class="p1">Take ownership of discrete workstreams as needed, bringing structure, follow-through, and&nbsp;high attention to detail</li> </ul> <p class="p1"><strong>You’ll Bring These Qualifications for the Executive Operations Manager position:</strong></p> <ul> <li class="p1">5+ years of experience supporting founders, senior executives, or principals in a technology&nbsp;startup or other high-demand environment</li> <li class="p1">Proven experience owning complex executive scheduling, including prioritization,&nbsp;sequencing, and conflict resolution across multiple stakeholders</li> <li class="p1">Experience planning and executing complex domestic and international travel with frequent&nbsp;changes and tight timelines</li> <li class="p1">Strong written and verbal communication skills, including drafting professional&nbsp;correspondence on behalf of executives</li> <li class="p1">High level of responsiveness, reliability, and professionalism in a fast-paced, always-on&nbsp;environment</li> <li class="p1">Strong judgment and discretion in handling sensitive information and high-stakes interactions</li> <li class="p1">Ability to manage multiple priorities simultaneously with minimal oversight and consistently&nbsp;strong attention to detail</li> <li class="p1">Experience supporting external engagement workflows, including investor, media, or&nbsp;stakeholder coordination (CRM familiarity a plus)</li> <li class="p1">Strong operational instincts, with the ability to anticipate needs, close gaps, and keep&nbsp;work-streams moving</li> <li class="p1">Comfortable coordinating across senior internal stakeholders and high-profile external&nbsp;contacts</li> <li class="p1">Experience supporting in-office operations, including meeting coordination, logistics, and&nbsp;maintaining a high-functioning executive environment</li> <li class="p1">Interest in using generative AI tools to improve workflow efficiency (e.g., summarization,&nbsp;drafting, research, and materials development)</li> </ul> <p><strong>These Qualifications Would Be Nice to Have:</strong></p> <ul> <li>High-potential early-career candidates with strong judgment and meaningful responsibility in<br>demanding principal support roles including startups, professional services, politics, family<br>offices, and founder-led environments are encouraged to apply</li> </ul> <p class="p1"><strong>Additional Requirements:</strong></p> <ul> <li class="p1">Ability to maintain a high level of responsiveness outside standard business hours as needed</li> </ul> <div class="title"><strong>Base Pay Range:&nbsp;</strong></div> <div class="pay-range"><strong>$98,000<span class="divider">—</span>$120,000 USD</strong></div>