PrePass · 2 hours ago
Executive Assistant
Phoenix, AZ
Full-time
Onsite
Mid LevelPrePass is seeking a highly organized and proactive Executive Assistant to support their President & CEO and the Executive Leadership Team. The role involves managing executive schedules, coordinating meetings, and ensuring efficient office operations while maintaining confidentiality and discretion.
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
Required
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
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
Benefits
Comprehensive benefits package
Lifestyle Spending Account
Paid Time Off
Paid Holidays
Company
PrePass
PrePass is a non-profit public/private partnership dedicated to advancing the safety & efficiency of the commercial transportation industry.
Founded in 1993
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Clayborne Beers
Chief Operating Officer
Brennen Carson
Chief Revenue Officer (CRO)
Recent News
2025-09-04
Company data provided by crunchbase