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