Executive Communication Operations Coordinator (Purposeful Onsite)

***Please note that our customer is currently not considering applicants from the following locations: Alabama, Arkansas, Delaware, Florida, Indiana, Iowa, Louisiana, Maryland, Mississippi, Missouri, Oklahoma, Pennsylvania, South Carolina, and Tennessee.***

Our Customer is a corporation that develops, manufactures, and markets robotic products designed to improve clinical outcomes of patients through minimally invasive surgery. Founded in 1995, their goal was to create innovative, robotic-assisted systems that help empower doctors and hospitals to make surgery less invasive than an open approach. Working with the top medical professionals, they continue to develop new, minimally invasive surgical platforms and future diagnostic tools to help solve complex healthcare challenges around the world.

We are seeking a Executive Communication Operations Coordinator on a contract basis to support our Customer's business needs. This role is purposeful onsite in Sunnyvale, CA.

Role Overview:

• The Executive Communication Operations Coordinator supports the systems, data, and processes behind the organization's executive communication programs and external engagements.
• This role partners with the Executive Communication Operations Manager and cross-functional stakeholders to coordinate executive engagements, maintain operational resources, and ensure roadmap data translates accurately into reporting, executive calendars, and microsites.
• Success requires strong organization, attention to detail, problem-solving, and an interest in improving processes through technology, automation, and AI-enabled tools.

Responsibilities:

Program Coordination

• Support executive speaking engagements from intake through handoff, including tracking requests, maintaining the team queue, creating starter briefs and content storage, and summarizing engagement requests.
• Maintain and quality-check roadmap data, resolving inconsistencies and ensuring information is structured appropriately for reports, executive calendars, microsites, and other outputs.
• Monitor how roadmap inputs flow through downstream tools and identify opportunities to improve data quality and workflows.

Operations Administration

• Maintain the Executive Communication Content Hub and internal team pages, including content updates, inventory, audits, and monthly recap communications.
• Monitor team inboxes and messaging channels and triage inquiries.
• Maintain documentation and guidance for recurring operational workflows.

Innovation Tactics

• Support the roadmap and reporting ecosystem, including the dashboard front end, Smartsheet data, Claude-enabled reporting, executive calendars, and microsites.
• Serve as a hands-on data steward, helping define how roadmap information should be categorized and structured to produce useful executive-facing outputs.
• Test data flows and AI-enabled or automated workflows, identifying gaps and opportunities to improve accuracy, usability, and efficiency.
• Partner with the Executive Communication Operations Manager and stakeholders to refine data standards, field definitions, and processes based on business needs.

Executive Communication Projects

• Support other Executive Communication programs as needed, including proofreading, material review, stakeholder coordination, and workflow execution.

Qualifications:

• Bachelor’s degree required; Degree in business administration, communications, or related field with relevant job experience or certification a plus
• 2-4 years of relevant work experience
• Knowledge of project management/process improvement methodologies
• Experience with Microsoft Office (particularly PowerPoint)

Knowledge Helpful to the Role:

• Familiarity with CoPilot, Claude, SharePoint, Smartsheet, Box, Slack, Zoom

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements) Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.