Executive Operations Partner

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

Job summary

Heart Aerospace is seeking an Executive Operations Partner to support the Founder & CEO, sitting at the center of the company’s operating rhythm. You will manage executive scheduling, travel, inbox, and HQ logistics, ensuring senior leaders focus on high-value priorities with precise execution.

This role requires strong judgment, discretion, and a service mindset, with the ability to work beyond normal hours in a fast-moving hard-tech environment and to coordinate across engineering, operations,

Qualifications

• 5+ years supporting founders, senior executives, or principals in tech startups or high-demand environments.
• Experience owning complex executive scheduling across multiple stakeholders.
• Experience planning and executing complex domestic and international travel with tight timelines.
• Strong written and verbal communication for executive correspondence.
• Experience handling sensitive information and high-stakes interactions.
• Experience supporting external engagement workflows (investor, media, stakeholder coordination).

Responsibilities

• Lead executive scheduling for members of the Executive Leadership Team, driving prioritization, sequencing, and focus time protection.
• Coordinate last-minute changes and shifting priorities to keep leadership aligned with company priorities.
• Manage Executive Leadership Team inbox, including triage, drafting responses, and flagging items.
• Support executive correspondence across external functions (investor relations, media, public affairs) and CRM hygiene.
• Track meeting action items and follow-ups to ensure continuity and execution.
• Identify gaps and improve systems, tools, and processes to increase efficiency.
• Collaborate with Executive Operations partners and support events, offsites, and HQ activities.
• Assist in expense management, including receipt tracking and timely submission.

Skills

Executive support

Scheduling

Travel planning

Communication

Confidentiality

External engagement

Tools

CRM familiarity

Office productivity

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.

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:

• 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 Teamres pond quickly and smoothly
• ManageExecutive 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 Affairsactivities includingmaintainingCRM hygiene and tracking next steps
• Track meeting action items and follow-ups to ensure continuity and execution across meetings and commitments
• Identifygaps 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, andtimelysubmission

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
• Support the Office Manager with headquarterslogistics, helping manage executive movements and the day-to-day details that keep the office running smoothly. I ncluding overseeing meeting room scheduling,coordinatingcatering, 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
• Assistin 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 withha ndling 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 levelof responsiveness, reliability, and professionalism in a fast-paced, always-on environment
• Strong operational instincts, with the ability toanticipateneeds, 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