Executive Assistant Operations Coordinator

About Spinnaker Search Group

Spinnaker Search Group is a boutique IT executive search and staffing firm specializing in direct-hire and contract placement of technology professionals. We work primarily with small to mid-sized privately held and private equity-backed companies, helping them identify, attract, and hire IT talent across engineering, project management, leadership, and executive-level roles.

We are a relationship-driven firm that values responsiveness, quality, trust, and long-term partnership. As a small business, we move quickly, wear multiple hats, and rely on strong execution, clear communication, and follow-through to deliver great results for clients and candidates.

Spinnaker Search Group is hiring an Executive Assistant / Operations Coordinator to support the company President and help keep the business organized, responsive, and running smoothly.

This is a trusted, hands-on role for someone who enjoys creating order, managing details, improving follow-through, and helping a busy business owner stay focused. The right person will support a mix of executive administration, recruiting operations, reporting, vendor coordination, follow-up management, and light process improvement.

This role is more than calendar management, but it is not a senior operations leadership role on day one. It is a practical, detail-oriented position for someone who is comfortable managing schedules, tracking tasks, preparing documents, coordinating with vendors, using technology, and helping turn scattered priorities into clear next steps.

In this role, you will help manage the day-to-day administrative and operational rhythm of the business. Responsibilities will include:

• Managing scheduling, calendar coordination, meeting reminders, travel, reservations, and follow-up items for the company President.
• Helping organize priorities, action items, and recurring tasks so important work does not fall through the cracks.
• Organizing and flagging inbox items, drafting routine responses, and helping manage approved follow-up communication over time.
• Supporting recruiting operations by helping prepare job intake notes, job postings, candidate submittal materials, client search updates, pipeline reports, and other recruiting documents.
• Helping maintain follow-up lists for clients, candidates, placed candidates, referral partners, prospects, vendors, and other key relationships.
• Coordinating with outsourced partners, vendors, the bookkeeper/payroll provider, and internal team members to keep administrative work moving.
• Maintaining recurring reports, spreadsheets, templates, shared documents, and basic operating trackers.
• Assisting with vendor renewals, expense tracking, onboarding/offboarding coordination, internal documentation, company events, employee recognition, gifting, and other administrative needs.
• Using tools like Google Workspace, ChatGPT, Claude, Gemini, Adobe tools, and other productivity platforms to improve speed, organization, and consistency.
• Helping identify recurring tasks or workflows that could be simplified, improved, automated, or better documented.

The ideal candidate is organized, reliable, proactive, tech-savvy, and comfortable supporting a fast-moving small business. You do not need to know the recruiting industry on day one, but you do need to be curious, detail-oriented, trustworthy, and willing to learn.

More specifically:

• 2+ years of experience in administrative support, executive support, operations coordination, recruiting coordination, sales support, legal support, real estate operations, consulting support, or small business administration.
• Strong written communication, proofreading, and editing skills.
• Strong calendar management, task management, organization, and follow-up skills.
• Comfort working with spreadsheets, reports, documents, and recurring administrative processes.
• Strong technology skills, especially Google Workspace and modern productivity tools.
• Comfort using AI tools such as ChatGPT, Claude, Gemini, or similar platforms, or a strong willingness to learn.
• Ability to handle confidential business and personal information with…