Executive Operations Partner, Office of the CEO OCEO

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)
• Ability to create structure, systems, and order in ambiguous, fast-moving environments
• 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

Base Pay Range: 

$98,000-$120,000 USD