Executive Operations Partner, Office of the CEO (OCEO)

Heart Aerospace•Torrance, CA

13h•Onsite

About The Position

Heart Aerospace is developing the ES-30, a regional hybrid-electric commercial aircraft. The Executive Leadership Team (ELT) is focused on achieving first flight of the X1 demonstrator, advancing the X2 prototype, progressing strategic planning and fundraising, and preparing for industrialization and production. This period requires high intensity, rapid decision-making, and tight coordination across all functions. The Executive Operations Partner will support Heart’s Executive Leadership Team, with a primary focus on the Founder & CEO. This role is central to the company’s operating rhythm, ensuring senior leaders prioritize high-value activities and that daily operations like strategic decision-making, meetings, travel, external engagement, and follow-through are executed with precision. The Executive Operations Partner will manage core executive operations including scheduling, travel, inbox, and headquarters management, maintaining order and responsiveness during a dynamic growth phase. This high-trust, high-visibility role is ideal for someone who thrives in fast-moving environments, demonstrates strong judgment, and brings a service mindset, discretion, and operational excellence to supporting senior leadership. The position demands flexibility and high responsiveness, including outside of normal business hours, as ELT needs evolve. It is suitable for both experienced executive operations professionals and high-potential early-career operators seeking deep exposure to leadership-level hard tech company operations.

Requirements

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

Nice To Haves

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

Responsibilities

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