Executive Administrator & Project Coordinator

About the Role

Mustang Rental Services is seeking a highly organized, proactive, and professional Executive Administrator & Strategic Projects Coordinator to support the Vice President and leadership team. This role goes beyond traditional executive assistance, serving as a trusted business partner who helps keep strategic initiatives moving, coordinates high‑impact projects, and ensures executive priorities are executed efficiently.

Responsibilities

• Executive Support: Manage executive calendars, travel, meetings, and scheduling priorities; prepare correspondence, presentations, reports, and briefing materials; coordinate leadership meetings, business reviews, and strategic planning sessions; track follow‑up items and ensure leadership commitments are completed; handle confidential information with professionalism and discretion.
• Strategic Project Coordination: Coordinate key business initiatives and strategic projects; develop project timelines, milestone trackers, and action‑item logs; monitor progress and provide executive status updates; identify risks, roadblocks, and resource needs; support operational improvement and organizational change initiatives.
• Leadership Team Support: Document meeting minutes, decisions, and action items; assist department leaders with planning calendars and annual objectives; coordinate cross‑functional communication; support leadership development and succession planning activities.
• Executive Communications & Reporting: Create executive‑ready PowerPoint presentations, dashboards, and reports; assist with budgeting, strategic planning, and performance review materials; coordinate leadership communications and organizational announcements; maintain organizational charts and executive documentation.
• Administrative Operations: Coordinate travel, expense reports, vendor relationships, and event logistics; maintain executive records and document retention systems; support onboarding activities for management hires; recommend process improvements that enhance organizational efficiency.

Required Qualifications

• 3–7 years of executive administrative support, project coordination, business operations, or similar experience.
• Experience supporting senior leaders or executive teams.
• Strong organizational and project‑management skills.
• Exceptional written and verbal communication abilities.
• Ability to manage multiple priorities in a fast‑paced environment.
• High level of professionalism, discretion, and confidentiality.
• Advanced Microsoft Office skills, including Excel, PowerPoint, Outlook, Word, and Microsoft Teams.

Preferred Qualifications

• Bachelor’s degree in Business Administration, Management, Communications, Finance, or a related field.
• Experience in equipment rental, construction, industrial services, manufacturing, or a similar industry.
• Experience preparing executive presentations, dashboards, and business reports.

Success Factors

• Naturally anticipate executive needs before being asked.
• Thrive in a fast‑paced environment with multiple priorities.
• Enjoy bringing structure and organization to complex projects.
• Communicate confidently with leaders across the organization.
• Produce polished, executive‑level presentations and reports.
• Build strong relationships while maintaining absolute confidentiality.

Why This Role Matters

This position serves as a trusted partner to the Vice President of Mustang Rental Services and plays a key role in helping leadership execute strategic priorities. The incumbent will improve communication, coordinate critical initiatives, and ensure projects stay organized and on track while supporting the continued growth of the business.

Benefits

• Competitive salary
• Comprehensive medical, dental, and vision benefits
• 401(k) with company match
• Paid vacation, holidays, and sick time
• Tuition reimbursement
• Career growth and advancement opportunities
• Stable, industry‑leading company
• Collaborative leadership team
• Opportunity to make a direct impact on business strategy