Executive Operations Partner at Heart Aerospace in Torrance, CA

Job description

• 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.
• 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.

Responsibilities

• 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
• 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 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
• 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

Requirements

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

Skills

Required

• Executive scheduling
• Travel planning
• Written and verbal communication
• Handling sensitive information
• External engagement coordination
• CRM familiarity (a plus)

Preferred

• High responsiveness
• Reliability
• Professionalism
• Operational instincts
• Coordination with senior stakeholders
• Interest in generative AI tools

Benefits

• $98,000—$120,000 USD