Executive Communication Operations Coordinator

smartdept. is searching for an Executive Communication Operations Coordinator for a global medical technology client. This is a 12-month contract opportunity with the possibility of an extension.

This role supports the systems, data, and processes behind the client’s executive communication programs. You’ll be the behind-the-scenes operations partner who keeps engagement requests moving, keeps roadmap data clean and accurate, and makes sure that data flows correctly into executive dashboards, calendars, and microsites. It’s a great fit for someone who is highly organized, detail-driven, and genuinely curious about using AI and automation to make processes better.

Schedule note: Must work Pacific Time hours to attend team meetings. On-site travel to California is required about twice a year (travel expenses covered).

What You’ll Do:

• Coordinate executive speaking engagement requests from intake through handoff, including tracking requests, managing the team queue, creating starter briefs, and summarizing requests
• Input, clean, and quality-check roadmap data so it’s structured correctly for reports, executive calendars, and microsites
• Maintain existing dashboards and reporting tools (Smartsheet, AI-enabled reporting, microsites)
• Monitor how data flows through downstream tools and flag gaps or ways to improve accuracy and efficiency
• Test AI-enabled and automated workflows and help refine data standards and field definitions
• Maintain the team’s content hub and internal pages, including updates, audits, inventory, and monthly recap communications
• Monitor team inboxes and messaging channels and triage incoming requests
• Create and maintain documentation for recurring operational workflows
• Help run recurring weekly team meetings as backup to the operations manager
• Support other executive communication projects as needed, including proofreading, material review, and stakeholder coordination

What You’ll Need:

• Education/Experience:
  • Bachelor’s degree required; business administration, communications, or related field a plus
  • 2-4 years of relevant experience
• Strong project management and organizational skills
• Experience with data management, data entry, and data cleanup
• Solid administrative and process skills
• Self-starter who works well with light oversight
• Experience with Microsoft Office, especially PowerPoint
• Knowledge of project management or process improvement methods

Nice-to-Have Skills:

• Experience with Smartsheet, SharePoint, Box, Slack, and Zoom
• Hands-on use of AI tools like Copilot or Claude
• Interest in workflow automation and AI-enabled processes
• Background in communications, marketing, operations, or administrative support
• Project management or process improvement certification