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PrePass · 4 days ago

Executive Assistant

Phoenix, AZ

Full-time

Onsite

Mid Level

PrePass is seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the President & CEO and the Executive Leadership Team. The role involves managing executive calendars, coordinating meetings, and ensuring efficient office operations while maintaining confidentiality and supporting special projects.

Non ProfitPublic Safety

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)

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)

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

Qualification

Executive Assistant experienceMicrosoft Office SuiteDiscretionOrganizational skillsCommunication skillsConfidentialityTech-savvyRelationship managementProblem-solvingAdaptabilityAttention to detail