Chief of Staff and Assistant to CEO

Position Summary

The Chief of Staff and Assistant to the CEO is critical to ensuring the CEO can lead a safe, customer-focused and compliant railroad while positioning the company for sustainable growth. The Chief of Staff will support the CEO in driving execution of strategic initiatives, operational priorities, and projects while also managing the day‑to‑day high-level and complex administrative and executive support. Duties range from maintaining calendars and CEO’s logistics to ensuring strategic coordination.

The Chief of Staff and Assistant to the CEO demonstrates and adheres to the company values of safety, honesty, ownership, respect, and teamwork to ensure successful partnership with customers and employees that result in OmniTRAX’s continued success.

• Support the CEO in driving execution of strategic initiatives, operational priorities, and special projects.
• Track action items, deadlines, and deliverables across departments (Operations, Safety, Mechanical, Finance, HR, Commercial).
• Facilitate cross‑functional communication to ensure alignment and timely decision‑making.
• Prepare internal strategic updates, executive summaries, and performance dashboards for leadership review.

• Manage the CEO’s calendar, travel, and meeting logistics, including coordination with railroad operations, customers, regulators, internal leaders, and external partners.
• Represent the CEO professionally in any circumstances including interaction with board members, customers, and regulators.
• Prepare agendas, briefing materials, presentations, talking points and track follow‑up for executive, board, customer, and regulatory meetings.
• Draft, review, and manage sensitive correspondence on behalf of the CEO, synthesizing long emails and complex briefings into executive‑level bullet summaries. Maintains structured briefing packets.
• Help craft internal communications that reinforce company values, safety culture, and strategic priorities.
• Serve as a gatekeeper and prioritization partner, ensuring the CEO’s time is aligned with business and safety priorities.
• Flags risks, reputational exposure, and regulatory implications. Manage sensitive information with discretion and sound judgment. Maintains confidential call trees.

• Manages Corporate Administrative assistant day‑to‑day work.
• Function as a professional and trusted point of contact for internal and external stakeholders.
• Oversee office workflows, document management, and executive administrative processes. Improve systems and processes to increase efficiency in a lean organizational environment.
• Provide backup support for other administrative functions as needed.

• Owns the Board meeting processes including coordination of board meetings/scheduling, materials, minutes, and follow‑up actions. Builds repeatable processes around board cycles and board meeting preparation.
• Manages the board meeting materials, material preparation, and sequencing. Prepares board notes and follows up on action items.
• Reviews board presentations and identifies/addresses inconsistencies in materials.
• Serve as a liaison between the CEO, board members or ownership representatives keeping calm.
• Anticipates and coordinates board member needs (travel, hotels, expenses, cars, etc.).
• Support confidential governance, legal, and compliance matters.

• Assist the CEO in coordinating matters related to rail safety, regulatory compliance, and external audits or inspections.
• Support preparation for interactions with regulators, industry associations, connecting carriers, and governmental entities.
• Maintain awareness of operational issues impacting service, safety, or labor relations and elevate concerns appropriately.
• Work with Class I partners and interchange points to optimize network routing and interchange economics.
• Provide data insights into commercial leadership for strategic planning and network optimization initiatives.

• Perform other duties and projects as assigned.

• Manages…