Chief of Staff & Executive Operations Manager

Who is Pre Pass Safety Alliance

Pre Pass Safety Alliance, the nonprofit provider of Pre Pass, 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

Reporting to the CEO, the Chief of Staff (CoS) serves as a trusted partner to the Executive Leadership Team, blending executive support, office operations, and strategic business execution. This is an onsite role, based out of the Phoenix/Scottsdale office.

The CoS role is highly visible and designed to evolve over time. Initially, the role will be more heavily weighted toward executive administration, office management, and event coordination to ensure strong operational foundations and executive leverage. As trust, context, and organizational familiarity deepen, the role will progressively transition toward core Chief of Staff responsibilities, including driving the rhythm of the business, leading special projects, supporting executive decision-making, and preparing materials for executive and board-level engagement.

This role requires exceptional judgment, discretion, operational rigor, and the ability to move seamlessly between tactical execution and strategic thinking.

Executive & Administrative Leadership (Initial Emphasis)

• Provide high-level executive support to the CEO, CFO, and EVP/President, including calendar management, meeting coordination, and travel planning.
• Serve as a commissioned Arizona Notary, supporting executive, legal, and governance-related documentation.
• Manage confidential communications, documents, and materials with the highest level of discretion and compliance.
• Coordinate executive events, board meetings, leadership offsites, and member-facing meetings, including logistics, materials, and on-site support.
• Act as a central point of coordination across Executives to ensure alignment, follow-through, and efficient use of leadership time.

Office & Operational Management

• Oversee day-to-day office operations for the Phoenix/Scottsdale office, including phones, mail, vendors, supplies, and kitchen management.
• Ensure a professional, well-functioning, and welcoming office environment for employees, executives, board members, and guests.
• Manage operational processes and vendors related to office services and facilities.
• Identify and implement improvements to office systems, workflows, and administrative processes.

Chief of Staff & Business Operations (Increasing Emphasis Over Time)

• Establish and manage the executive rhythm of the business, including leadership meetings, business reviews, goal tracking, and action-item follow-up.
• Lead and execute cross-functional special projects on behalf of the CEO, from problem definition through delivery.
• Prepare executive-level materials, including business reviews, presentations, and board decks.
• Support board governance processes, including meeting preparation, materials coordination, and post-meeting follow-up.
• Represent the CEO internally as delegated, driving clarity, alignment, and accountability across the organization.

Decision-Making Authority & Growth Path

• Initial authority focused on administrative, operational, and coordination decisions.
• Expanding authority over time to include ownership of business processes, meeting cadences, and selected cross-functional initiatives.
• Opportunity to evolve into a senior strategic operator and force multiplier for the CEO and Executive Team.

Requirements
Qualifications & Experience

• 3+ years of progressive experience in roles such as Chief of Staff, Executive Business Partner, Senior Executive Assistant, Operations Leader, or equivalent.
• Prior Chief of Staff experience preferred; adjacent experience supporting senior executives and leading complex initiatives is acceptable.
• Must be an active, commissioned Arizona Notary at time of hire.
• Demonstrated experience working in highly confidential,…