Executive Assistant

PrePass is a Software as a Service (SaaS) and technology solutions company in the transportation industry and the leader in the trucking weigh station, toll bypass, and software space. We partner with states and transportation companies to reduce traffic, fuel usage, safety risk, and pollution while increasing productivity. PrePass, with 340+ employees (and growing), has employees in 25 states.

Position Summary

We are seeking an Executive Assistant for our Corporate location in Phoenix, Arizona. This position reports to our Company’s President. You will support the President and the Senior Leadership Team (SLT). The successful candidate will be a highly trusted, organized individual who exercises a great deal of discretion, and has exceptional interpersonal and multi-tasking skills.

What We Want You to Do:

• Handle confidential information with sound judgement.
• Create and maintain spreadsheets for leadership (KPI’s; goals; budgets).
• Manage Senior Leadership Team’s Outlook calendars. Prioritize meeting requests while troubleshooting conflicts.
• Play a key role in the planning and organization of company-wide events (All Hands Meetings, offsite events).
• Key contributor in event planning. Research event-related options (venue, location, catering) and assist with preparing budget proposals, communication pieces, and oversee event logistics (coordinate numerous vendors, entertainment).
• Prepare conference rooms for in-person meetings – includes technology set-up and clean-up of conference rooms.
• Prioritizes and manages multiple projects simultaneously. Follows through on issues in a timely manner.
• Assist with compiling of information and preparing spreadsheets.
• Assist with PowerPoint slides for various topics and events.
• Partner with Senior Leadership Team (SLT) for various reports, data, information and requests on behalf of President.
• Design and maintain various databases for contacts, passwords, files and materials.
• Create and maintain re-occurring and one-off reports.
• Take minutes during meetings and distribute meeting minutes.
• Assist with purchasing and maintaining supplies for the office.
• Arrange travel for Senior Leadership Team.
• Process expense reports and submit through T&E system.
• Oversee travel arrangements and the expense reimbursement process for visitors.
• Special projects and tasks as assigned.

Who You Are:

• 6 – 8 years of experience in an Executive Assistant role supporting senior leaders.
• Experience using Travel & Expense software i.e., Concur.
• Highly proficient managing senior level’s Outlook calendars.
• Advanced skills in Microsoft Suite to include Word, Excel, Outlook and PowerPoint.
• Ability to maintain confidentiality.
• Excellent organizational and time management skills.
• Strong interpersonal and verbal and written communication skills.
• Highly organized and ability to oversee multiple projects at once.
• Works with a sense of urgency, thoroughness, while maintaining composure.

Additional Reasons this Job is Amazing

Benefits & Paid Time Off

• Paid Vacation.
• Paid Sick.
• Paid Company Recognized Holidays.
• Paid Floating Holidays.
• Medical, Dental, Vision that start on date of hire – no waiting period.
• 4 Medical Plans to Select From (one plan option is 100% Employer-Paid for employee-only coverage).
• 401(k) plan with strong employer match.
• Lifestyle Spending Account – employer funded.
• Employer-paid Basic Life Insurance and AD&D, Long-Term Disability.
• Supplemental Insurance Available.
• Pet Discount Program.
• Legal Discount Program.
• Employee Discount Program.
• Tuition Reimbursement Program.

Culture

• Gorgeous office located in downtown Phoenix equipped with ergonomic sit/stand workstations.
• Surround yourself with those that you can learn from and build your skills.
• Industry-leaders, strong brand.
• Culture that values “people-first”.
• Growth opportunities.
• Ability to work with a purpose and make an impact on our planet.

PrePass