Executive Operations Partner

Heart Aerospace•Torrance, CA

8d•$98,000 - $130,000

About The Position

Heart Aerospace is seeking an Executive Operations Partner to support the Executive Leadership Team, with a primary focus on the Founder & CEO. The role sits at the center of the company’s operating rhythm, helping ensure senior leaders focus on high-value priorities and that strategic decision-making, meetings, travel, external engagement, and follow-through run effectively. The position owns core executive operations across scheduling, travel, inbox management, and headquarters support, maintaining order, responsiveness, and momentum during a dynamic period of company growth. It requires strong judgment, discretion, a service mindset, operational excellence, flexibility, and responsiveness outside normal business hours as needed. The role may suit an experienced executive operations professional or a high-potential early-career operator seeking exposure to leadership at a hard-tech company. Heart Aerospace is developing the ES-30, a 30-passenger regional hybrid-electric commercial aircraft with an all-electric range of 125 miles and a hybrid-electric range of 500 miles. The company is targeting ES-30 type certification by the end of the decade. The Executive Leadership Team is focused on achieving first flight of the X1 full-scale demonstrator, advancing the X2 prototype program, progressing strategic planning and fundraising, and preparing for industrialization and production. The role includes executive scheduling and correspondence, travel planning, meeting preparation, action-item tracking, expense management, coordination of external engagements, and support for headquarters logistics and visitor experience. It also contributes to facilities improvements, the presentation of the executive and headquarters environment, and the development of processes and materials that support executive operations and company-wide coordination. The base pay range is $98,000–$130,000 USD.

Requirements

At least 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 handling sensitive information and high-stakes interactions.
Experience supporting external engagement workflows, including investor, media, or stakeholder coordination.
Ability to maintain a high level of responsiveness outside standard business hours as needed.

Nice To Haves

CRM familiarity.
High responsiveness, reliability, and professionalism in a fast-paced, always-on environment.
Strong operational instincts, including the ability to anticipate needs, close gaps, and keep workstreams moving.
Comfort coordinating across senior internal stakeholders and high-profile external contacts.
Interest in using generative AI tools to improve workflow efficiency, such as summarization, drafting, research, and materials development.

Responsibilities

Lead executive scheduling for Executive Leadership Team members, including prioritization, sequencing, conflict resolution, and protection of focus time.
Coordinate last-minute schedule changes and shifting priorities for the Executive Team.
Manage the Executive Leadership Team’s inbox, including triage, drafting responses, and flagging items requiring direct attention.
Support executive correspondence and external engagement across investor relations, media relations, public affairs, and Corporate Affairs; maintain CRM hygiene and track next steps.
Track meeting action items and follow-ups to support continuity and execution.
Identify gaps and improve systems, tools, and processes to increase efficiency and clarity.
Collaborate with Executive Operations partners and support team events, offsites, and company-wide activities as needed.
Support expense management, including receipt tracking, reconciliation, and timely submission.
Coordinate domestic and international executive travel and planning.
Prepare agendas, briefing materials, and background notes for meetings, travel, and external engagements.
Support the Office Manager with headquarters logistics and executive movements, including meeting-room scheduling, catering, supplies, printed materials, and other on-site needs.
Ensure a polished visitor experience for people engaging with Heart leadership, from arrival through departure.
Support headquarters evolution and facilities improvements, including layout, functionality, and day-to-day usability.
Contribute to the look and feel of the executive and headquarters environment, including decor, materials, and presentation to internal and external stakeholders.
Help build and refine internal processes, templates, and materials for executive operations and company-wide coordination.