Executive Operations Partner, Office of the CEO (OCEO)

Key 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

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
• Aid 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