Job Description

The Project Operations Assistant will work directly with regional leadership to streamline internal administrative and operational systems, track project performance, monitor financial reports and projections, and support projects from development, to implementation, to closeout. You will interact with clients or prospective clients to assist in understanding needs, drafting project implementation plans, invoices, or project proposals. This position is ideal for someone who thrives on organization, has strong analytical and writing skills, enjoys developing innovative processes, and is looking for a long-term opportunity to grow into a project management role.

Essential Functions:

Staffing & Roster Coordination

• Manage surge staffing solutions and actively recruit for open positions
• Maintain rosters, staff availability, and project assignments
• Support personnel mobilization, orientation and track training compliance
• Coordinate scheduling and documentation for local teams

Project Operations

• Support preparation of project scopes, proposals, and staffing models
• Draft basic project budgets using internal rates and templates
• Assist in maintaining internal timelines, trackers, and document systems

Financial Support

• Track personnel hours and costs across active projects
• Assist with basic forecasting and reporting
• Flag budget risks or inconsistencies for leadership review

System Development & Internal Processes

• Build lightweight systems to track internal performance and resourcing
• Identify operational gaps and propose practical solutions
• Help standardize internal workflows as the organization scales

Requirements

• 3–5 years of experience in operations, project coordination, staffing, or executive administrative roles
• Strong attention to detail and organizational skills
• Comfortable with spreadsheets, formulas, and financial tracking (Excel)
• Clear and concise writing skills (especially for process documentation and budget narratives)
• Self-starter comfortable in fast-moving, lightly structured environments
• Based in or near Frankfort, KY or Lexington, KY

Bonus if you have:

• Familiarity with government contracting, disaster recovery, mission-based work, or project-based work
• Experience coordinating emergency surge staffing
• Experience with lightweight visual reporting programs like Power Bi or Salesforce
• Ability to deploy and be on-site for an extended period of time (up to 21 days) to a disaster affected area and support field administrative duties during major disaster responses.

Benefits

• Health Insurance and PTO
• Hybrid Work Schedule: 2-3 days in office per week

CDR Maguire is an Equal Opportunity Employer M/F/D/V and EO/AAN/D. Must be able to work in the United States to apply.

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