Administrative Assistant to the Senior Director of Operations (AA–SDO) at Tactical Rehabilitation, Inc

Jacksonville, North Carolina, United States -

Full Time

Start Date

Immediate

Expiry Date

31 May, 26

Salary

0.0

Posted On

02 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Communication Skills, Documentation Skills, Attention To Detail, Follow Through, Priority Management, Independent Work, Discretion, Confidentiality, Google Workspace Proficiency, Microsoft Office Proficiency, Operational Tracking Tools, Professional Presence, Scheduling, Reporting, Compliance Coordination

Industry

Medical Equipment Manufacturing

Description

Description Classification: Exempt Reports To: Senior Director of Operations Work Location: Jacksonville NC with Required Monthly Travel Position Summary The Administrative Assistant to the Senior Director of Operations provides high- level administrative, operational, and field-based support to ensure continuity, visibility, and execution across Tactical Rehabilitation’s expanding multi-location operations. This role is execution-focused and non-managerial in title and authority, yet critical to maintaining operational presence, documentation accuracy, and coordination during periods of growth and new office openings. The position serves as an extension of the Senior Director of Operations, supporting scheduling, reporting, compliance coordination, office readiness, and on-site operational visibility. While classified as an administrative role, this position carries elevated responsibility and requires consistent travel and direct engagement with operational teams. Essential Duties & Responsibilities Executive & Administrative Support ? Provide high-level administrative support to the Senior Director of Operations (SDO). ? Manage calendars, scheduling, correspondence, meeting logistics, and documentation. ? Prepare reports, summaries, presentations, and operational materials for leadership review. ? Attend meetings as assigned; capture notes, track action items, and ensure follow-through. ? Receive, review, and route sensitive communications with discretion and confidentiality. ? Arrange and coordinate travel and accommodations for the SDO as required. Operations & Field Coordination ? Support multi-location operations through coordination, documentation, and on-site presence. ? Provide operational assistance during office openings, expansions, inspections, and readiness activities. ? Serve as a visible operational representative of corporate leadership during site visits. ? Assist with workflow coordination, identifying bottlenecks and escalating issues appropriately. ? Support order processing coordination and fast-tracking as directed by Operations leadership. Compliance & Documentation Support ? Assist with tracking certifications, inspections, and compliance documentation across offices. ? Support preparation for audits, inspections, and internal operational reviews. ? Maintain accurate operational records, SOPs, and standardized documentation. ? Ensure timely collection and organization of required operational and regulatory materials. Reporting & Operational Support ? Produce monthly, quarterly, and annual operational or productivity reports as directed. ? Consolidate operational data and prepare summaries for leadership visibility. ? Support Board-level or executive reporting preparation when assigned. Cross-Functional & Special Projects ? Assist with onboarding coordination, training logistics, and operational documentation. ? Support special projects, initiatives, and operational priorities as assigned by the SDO. ? Provide interim operational support or coverage during leadership absences under established guidelines. Non-Essential Duties ? Maintain records, supplies, and basic inventory tracking as needed. ? Perform additional administrative or operational duties as assigned. Required Competencies & Skills ? Exceptional organizational, communication, and documentation skills. ? Strong attention to detail with consistent follow-through. ? Ability to manage multiple priorities in a fast-paced, evolving environment. ? Ability to work independently with minimal supervision. ? High level of discretion and confidentiality. ? Proficiency with Google Workspace, Microsoft Office, and operational tracking tools. ? Professional presence and ability to interact effectively with staff across all levels. Education & Experience Required: ? High school diploma or equivalent. ? Demonstrated experience in administrative or operations support roles. Preferred: ? Associate degree or higher. ? Experience in healthcare, DME, medical office operations, or regulated environments. ? Exposure to multi-location or multi-state operations. ? Familiarity with U.S. Military culture, prior service, or military family background. Travel Requirement – Essential Function Monthly travel is an essential and mandatory function of this role. No exceptions. This will be discussed upon employment for exact locations and dates. The Administrative Assistant to the Senior Director of Operations is required to travel monthly to Tactical Rehabilitation office locations, including newly opened and expanding sites. Travel is required to ensure operational visibility, staff support, documentation alignment, and leadership presence. Inability or unwillingness to meet the monthly travel requirement will disqualify candidates from this role and may result in reassignment or separation if expectations are not maintained. Travel schedules are determined by business needs and may vary based on operational priorities. Physical Requirements ? Prolonged periods of sitting and computer use. ? Ability to walk, bend, stand, kneel, and reach as required during office visits. ? Visual and auditory acuity sufficient for documentation, communication, and system use. ? Ability to lift up to 15 pounds as needed. Work Environment ? Remote office environment with routine use of laptop, phone, and digital tools. ? On-site office and field environments during required travel. Position Type & Work Hours ? Full-time, salaried position. ? Monday–Friday, with flexibility required to meet operational demands. ? Occasional evening or weekend work may be required. Salary Expectations and Opportunities Tactical Rehabilitation Inc., recognizes the importance of work-life balance and will make reasonable efforts to support flexibility where possible; however, business needs and operational continuity will take precedence. Availability & Coverage Expectations Due to the operational nature of the business and the need to support teams, offices, and patients across multiple time zones, salaried Operations roles are expected to maintain a high level of availability and responsiveness. Employees in this role must be able to: ? Ensure operational coverage across applicable time zones based on business needs. ? Remain reasonably accessible during extended or non-standard business hours when required to support operations, leadership, or urgent matters. ? Respond to time-sensitive operational communications in a timely manner. Use of “Do Not Disturb” or similar communication restrictions during core or extended operational hours is not appropriate for this role, as it may impede critical business continuity. Flexibility in scheduling is provided in recognition of these availability expectations. These expectations are aligned with the organization’s growth strategy, including planned global operations by 2027, and are a core component of salaried leadership and operations roles. Additional Duties & Organizational Flexibility This job description reflects the primary duties of the position at Tactical Rehabilitation, Inc.; however, as a growing and mission-driven organization, employees may be asked to perform additional tasks or assist in other functional areas as operational needs require. Any such duties will be reasonable in scope, consistent with the employee’s classification under the Fair Labor Standards Act (FLSA), and will not involve activities that are unlawful, unethical, unsafe, or contrary to Company values. This provision does not alter the essential functions of the role, compensation structure, or employment status and is intended to promote collaboration, adaptability, and shared responsibility across the organization. Certification Incentive & Professional Development Tactical Rehabilitation Inc., encourages continuous professional development and supports employees who pursue relevant certifications that enhance operational effectiveness, compliance readiness, and leadership capability. Employees who obtain certifications aligned with their role or future career progression may be eligible for recognition, reimbursement, expanded responsibilities, or advancement consideration, subject to business needs and HR/CLO approval.

Responsibilities

This role provides high-level administrative, operational, and field-based support to the Senior Director of Operations, focusing on execution, documentation accuracy, and coordination across multi-location operations. Essential duties include executive support like calendar management and reporting, alongside field coordination, compliance tracking, and serving as a visible operational representative during site visits.