Executive Assistant / Operations Coordinator

Job Description

Job Description

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.

About the Role

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.

What You'll Do

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.

What We're Looking For

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 discretion.

• Ability to manage competing priorities in a fast-moving environment.

• Professional persistence and comfort following up with team members, vendors, clients, and partners.

Nice to Have:

• Experience in recruiting, staffing, executive search, sales operations, or professional services.

• Experience with ATS, CRM, or pipeline management systems.

• Experience with Zapier, Make, or other automation tools.

• Experience supporting commission reports, budgets, operating reports, or vendor coordination.

• Experience creating templates, SOPs, workflow documentation, or simple process improvements.

• Social media or LinkedIn content coordination experience.

Work Style & Fit

This role is a strong fit for someone who:

• Likes creating order from moving pieces.

• Takes pride in follow-through and details.

• Is comfortable with recurring administrative work.

• Can ask good questions and clarify priorities.

• Is persistent without being abrasive.

• Is trustworthy with sensitive information.

• Enjoys using technology and AI tools to work smarter.

• Wants to grow into broader operations responsibility over time.

Schedule & Location

This is a full-time hybrid role based in the Orlando / Central Florida area. The role will be primarily remote day-to-day, with occasional in-person meetings, planning sessions, or work sessions with the company President.

The schedule will generally align with Eastern Time business hours. Core working hours are typically 8:30 AM to 5:30 PM Eastern, though a more flexible schedule may be considered depending on business needs.

Compensation

This is a full-time W2 hourly, non-exempt role with a target compensation range of $24 to $28/hour , depending on experience. The role may also be eligible for performance-based bonus opportunities as responsibilities expand and measurable impact is demonstrated.

Growth Opportunity

This role has the opportunity to grow over time. As the person learns the business, earns trust, and takes ownership of recurring workflows, the role may expand into broader operations management, recruiting operations, vendor coordination, reporting, AI-enabled process improvement, and executive support responsibilities.

For someone who enjoys being trusted, relied upon, and close to the center of a small business, this is a meaningful opportunity to make a visible impact while building a broader operations skill set.