Administrative Assistant to the Director of Ops - Louisville KY

Military Spouse Corporate Career Network•Louisville, KY

3d•Onsite

About The Position

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. This role requires a professional who is proactive, detail-oriented, and possesses an expert-level command of the Microsoft Office Suite.

Requirements

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.
Ability to draft professional correspondence, memos, and reports.
Minimum of an Associates 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.
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.
Proven expertise in managing complex, high-priority calendars, coordinating international/multi-site travel, and acting as a liaison who can prioritize requests based on the Director's strategic goals.
Experience leading small-to-medium administrative projects (e.g., implementing a new tracking system, organizing Face to Face meetings, or managing departmental budgets).

Nice To Haves

Bachelor’s Degree in Business Administration, Communications, or related field
Microsoft Certified
Eligibility for secret level clearance

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.