Executive Operations Partner

Heart Aerospace; Los Angeles (CA); On-site; USD 98,000 - 130,000; Full time

Job summary

Heart Aerospace seeks an Executive Operations Partner to support the Founder & CEO and the Executive Leadership Team. This role coordinates scheduling, travel, inbox management, and headquarters activities to ensure leadership focus on high-value priorities while maintaining smooth day-to-day operations.

The candidate should bring 5+ years in executive support within tech startups, strong communication, discretion, and the ability to work outside standard hours in a fast-paced, high-trust

Qualifications

• 5+ years of experience supporting founders, senior executives, or principals in tech startups or high-demand environments.
• Experience owning complex executive scheduling, prioritization, sequencing, and conflict resolution.
• Experience planning and executing domestic and international travel with tight timelines.
• Strong written and verbal communication, including drafting professional correspondence for executives.
• Experience handling sensitive information and high-stakes interactions.
• Experience supporting external engagement workflows (investor, media, stakeholder coordination) including CRM familiarity.

Responsibilities

• Lead executive scheduling for Executive Leadership Team members, prioritizing, sequencing, and protecting focus time.
• Coordinate last-minute changes and shifting priorities to keep leadership responsive.
• Manage inboxes, draft responses, and flag items needing direct attention.
• Support executive correspondence with external functions including investor relations, media, and corporate affairs.
• Track meeting actions and follow-ups to ensure continuity and execution.
• Identify gaps and improve systems, tools, and processes for efficiency.
• Collaborate with other Executive Operations partners and support events and headquarters activities.

Skills

Executive operations

Scheduling management

Travel planning

Communication

Discretion

CRM familiarity

Tools

CRM systems

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.

Executive Leadership Team Overview

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