Executive Operations Partner, Office of the CEO (OCEO)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: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-$120,000 USD 
