Executive Assistant

Who is PrePass Safety Alliance

PrePass Safety Alliance, the nonprofit provider of PrePass, exists to make highways safer and more efficient through innovative data-driven solutions. Our services help increase safety, reduce delays and costs, and enhance the economic and environmental benefits that the trucking industry contributes to the nation. The Alliance serves its partners and customers by identifying and developing advanced technologies that increase transportation system safety and efficiency.

The Opportunity

We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide comprehensive support to our President & CEO and the extended Executive Leadership Team. The ideal candidate will thrive in a fast-paced environment, demonstrate exceptional discretion, and possess strong communication and problem-solving skills.

This is a full-time, onsite position based out of our Phoenix/Scottsdale office, offering an opportunity to work closely with senior leadership and play a key role in ensuring seamless day-to-day operations.

Executive Assistant Responsibilities

• Provide direct administrative support to the President & CEO and support for the extended Executive Leadership Team.
• Maintain strict confidentiality with sensitive information, handling of sensitive documents, and communications.
• Manage executive calendars, schedules, and correspondence.
• Coordinate and schedule internal and external meetings for the President & CEO and extended leadership (leadership training, offsite strategy meetings, etc.).
• As assigned, serve as the primary point of contact between the President & CEO and Alliance Membership.
• Draft, edit, proofread, and distribute correspondence and presentations for Executives – minimal.
• Process executive expense reports and assist with general administrative tasks (scheduling, document preparation, data entry, travel arrangements).
• Assist the President & CEO in executing special projects or strategic initiatives (this year, we focused on creating one source of truth for all sponsorships/dues for Alliance and PrePass LLC).

Event Planner Responsibilities

• Plan and manage events, including venue selection, reviewing contracts, F&B, A/V needs, and onsite and off-site activities coordination and execution.
• Organize Membership and Board Meetings, including agenda template creation, all logistics, and building out Diligent One (Board software) agenda with presentations. In conjunction with the external travel agency, manage and oversee travel for Board and Member Meetings for all Members/BoD, and staff (flights, transportation, accommodations, itineraries).

Office Manager Responsibilities

• Maintain an efficient and well-organized office environment.
• Answer incoming calls for the office main line.
• Monitor, manage, and order/purchase office supplies, equipment, and inventory.
• Coordinate onsite and offsite meals for staff meetings as necessary.
• Validate parking for visitors.
• Coordinate basic maintenance and vendor support as needed.
• Collect and distribute mail.
• Serve as a notary for the office.
• Assist the CFO with basic financial processes/AP (payment of sponsorships, membership dues, and subscriptions for the organization).
• Manage and approve monthly credit card reconciliations for all company credit cards, making deposits, and check runs.
• Assist in preparing annual audit reports/documentation and other finance-related tasks as needed.
• Track membership expenses for annual review.
• Prepare and file all state annual reports and filings.

Requirements

Qualifications & Experience

• Proven experience as an Executive Assistant or in a similar high-level administrative role.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines with discretion and professionalism.
• Proficiency in Microsoft Office Suite and other productivity tools.

Skills & Attributes

• Exceptional Organizational Skills – Ability to manage multiple priorities and deadlines with precision.
• Strong Communication – Clear, professional verbal and written communication skills.
• Discretion and Confidentiality – Handles sensitive information with the highest level of integrity.
• Proactive Problem-Solving – Anticipates needs and resolves issues before they arise.
• Tech-Savvy – Highly proficient in Microsoft Office Suite.
• Adaptability – Thrives in a dynamic environment and adjusts quickly to changing priorities.
• Relationship Management – Builds strong, professional relationships with internal and external stakeholders.
• Attention to Detail – Ensures accuracy in all tasks, from scheduling to document preparation.

Work Environment

• Phoenix/Scottsdale, AZ-based role.
• In-office 5 days per week.
• Occasional travel.

Benefits

How We Will Take Care of You

• Competitive Salary: Compensation is commensurate with experience and qualifications.
• Comprehensive Benefits Package: Medical, dental, vision, and additional benefits designed to support your overall well-being.
• Paid Time Off (PTO): Competitive paid time off to support work-life balance and personal needs.
• Paid Company-Recognized Holidays: Observed holidays to allow time to recharge and spend time with family and friends.
• Paid Floating Holidays: Additional flexible days off that can be used at your discretion.
• 401(k) with Company Match: Retirement savings plan with employer matching contributions.
• Lifestyle Spending Account (LSA): $750 annually, funded starting day one, to support physical and mental well-being.
• On-Site Fitness Center Membership: Complimentary access to a fully equipped fitness center.
• Employer-Paid Covered Parking: Convenient, covered parking provided at no cost.