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. ESSENTIAL RESPONSIBILITIESChief of Staff / Strategic Coordination 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. Executive Support & CEO Enablement Manage the CEO's calendar, travel, and meeting logistics, including coordination with railroad operations, customers, regulators, internal leaders, and external partners. Represents the CEO professionally in any circumstances including interaction with board members, customers, and regulators. Prepare agendas, briefing materials, presentations, talking points and tracks 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. Administrative & Office Leadership 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. Board and Ownership Support Owns the Board meeting processes including coordinates 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 identify/addresses inconsistencies in materials. Serve as a liaison between the CEO, board members or ownership representatives keeping calm in a Anticipates and coordinates board member needs (travel, hotels, expenses, cars, etc.) Support confidential governance, legal, and compliance matters. Operations, Safety, and Regulatory Support 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 OTHER DUTIESPerform other duties and projects as assigned SUPERVISORY RESPONSIBILITIES Manages administrative assistants to ensure cohesive leadership support. REQUIRED QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIESEducation & Experience Bachelor's degree required, degree in Business, Management, Communications, or a related field preferred. 7+ years of experience as an Executive Assistant, Chief of Staff, Operations Coordinator, or similar role supporting senior leadership. Experience in transportation, logistics, industrial operations, or other regulated industries strongly preferred. Experience working in a lean or mid-sized company environment is highly desirable. Business & Strategic Acumen Strong business acumen with a general understanding of EBITDA, Operating Ratio, Capex, and related financial concepts; able to interpret and critique executive presentations and board materials. Understanding of strategic growth initiatives, including the ability to assist with deal reviews and M&A activities. Balance strategic thinking with hands-on execution in a medium-company environment. Ability to support and influence organizational efficiency and positive morale while partnering closely with senior executives. Executive Support & Operational Effectiveness Recognizes the importance of strategic time management, including designing buffer zones for crisis management. Demonstrates exceptional time management, scheduling, and prioritization skills in a fast-paced, high-demand environment. Understands and adapts to the requirements of a 24/7, 365-day railroad operating tempo, including flexibility to support executive needs outside standard business hours. Adapt to changing priorities and after-hours demands common in railroad operations. Excellent follow-up and organization skills; tracks, organizes, and follows up on all correspondence (email, letters, voicemail). Operate with absolute discretion and professionalism in handling confidential information. Anticipate needs, identify risks, and proactively solve problems. Manage multiple priorities under tight deadlines without losing attention to detail. Judgment, Decision-Making & Independence Comfortable working independently with minimal hands-on management; self-directed, anticipative, and confident making decisions within delegated authority. Demonstrates sound judgment and strong decision-making skills to solve problems efficiently and effectively. Highly organized, dependable, detail-oriented, and accountable with an intense sense of ownership. Professional Presence & Interpersonal Skills Calm, confident, and professional under pressure. Diplomatic, emotionally intelligent, and able to build trust quickly at all organizational levels. Maintains a poised yet approachable demeanor. Demonstrates integrity and alignment with a strong safety culture. Maintains an elevated level of discretion and diplomacy, especially when handling confidential information. Communication & Presentation Skills Outstanding presentation skills, including developing executive-level presentations and Board-level meeting materials. Excellent written and verbal communication skills with strong attention to detail. Communicate clearly and effectively with a wide range of stakeholders, from train crews to regulators to senior executives. Technical & Adaptability Skills Intermediate proficiency in Microsoft Office Suite; advanced PowerPoint skills required. Highly adaptable with the ability to pivot quickly in a fast-paced, ever-changing environment. Focused team player who learns quickly and embraces new challenges. Personal Attributes Positive, upbeat, and highly energized with a proactive and initiative approach to work. Operates with a keen sense of urgency and commitment to excellence. REQUIRED CERTIFICATIONS AND LICENSES None PREFERRED QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES Previous experience in Rail Transportation, Supply Chain Logistics, or other transportation companies PREFERRED CERTIFICATIONS AND LICENSES None WORK ENVIRONMENT Work in a climate-controlled environment using all office equipment TRAVEL None COMPENSATION Estimated Starting Annual Salary: $130,000 Exact starting salary is determined by merit; seniority; geographic location; education, training, and/or experience related to job duties and responsibilities FLSA Status: Exempt, Not Eligible for Overtime Eligible for Participation - Annual Discretionary Bonus BENEFITS • 401(k) / 401(k) matching • AD&D insurance • Dental insurance • Disability insurance • Employee assistance program • Health insurance • Health savings account • Life insurance • Mental wellbeing resources • Paid Maternity leave • Paid Parental leave • Referral program • Relocation assistance • Sick time • Vacation time • Vision insurance PHYSICAL REQUIREMENTSPhysical Requirements% of Work Time Remain in a seated position 80% Speak and hear clearly 100% Lift office products and supplies, up to 20 lbs. 20% Stoop, kneel, bend and reach 10% Dexterity to write and manipulate keyboard and mouse 100%

Created: 2026-03-04