Administrative Assistant to the Director of Ops - Louisville KY

This position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. U.S. Person required. Travel less than 10%.

About the role

The Administrative Assistant provides comprehensive, high-level support to the Director of Operations. This is not a traditional clerical role; it requires a sophisticated blend of executive administration, data analysis, and project coordination. The incumbent will act as a primary point of contact for the Director, managing confidential information and producing reports and presentations necessary to lead the operational unit.

Responsibilities

• Perform advanced and diversified duties that support the daily operations of the Senior Director, ensuring seamless scheduling and communication.
• Manage highly sensitive and confidential information regarding personnel, finance, and strategic projects with absolute discretion.
• Draft, edit, and finalize professional correspondence and reports; serve as a liaison between the Director and internal/external stakeholders.
• Apply a thorough knowledge of organizational policies and practices to ensure all administrative actions are compliant with company standards.
• Gather, collect, and verify data from multiple sources (Finance, HR, Purchasing) to create a unified view of operational performance and projects as assigned.
• Create senior-level PowerPoint presentations that translate complex data into clear, visual narratives for leadership reviews.
• Leverage the full Microsoft Office Suite and functional business software to automate reports and enhance data tracking.
• Undertake and track specific projects as assigned, ensuring deadlines are met and deliverables are organized.
• Identify bottlenecks in administrative or operational processes and design new workflows to increase efficiency.
• Manage complex, high-priority calendars, coordinate international/multi-site travel, and act as a liaison who can prioritize requests based on the Director's strategic goals.

Requirements

• Minimum of an Associate’s Degree in Business Administration, Communications, or related field.
• 7–10+ years of administrative experience, with at least 3–5 years supporting C-suite or Senior Director-level executives.
• Demonstrated, extensive experience in Excel (advanced data manipulation), Teams, PowerPoint (executive-level deck creation), and Word.
• Experience using business software to track data, generate reports, and manage project timelines.
• Advanced proficiency in Microsoft 365 (specifically Outlook for complex scheduling, Teams for connecting multiple functions, Excel for data tracking/reporting, and PowerPoint for executive presentations).
• Exceptional verbal and written communication skills, with the ability to interact confidently with high-level leadership.
• Proven experience working within an operations environment (e.g., manufacturing, defense, or logistics) where they have managed complex workflows and cross-functional dependencies.
• Experience leading small-to-medium administrative projects (e.g., implementing a new tracking system, organizing face-to-face meetings, or managing departmental budgets).

Preferred Qualifications

• Bachelor’s Degree in Business Administration, Communications, or related field.
• Microsoft certification.
• Eligibility for secret-level clearance.

Pay

Full-Time Salary Range: $57,685 – $92,297. Individual salaries are determined by a variety of factors including, but not limited to: business considerations, local market conditions, and internal equity, as well as candidate qualifications, such as skills, education, and experience.