Executive Administrator & Project Coordinator

Mustang Cat; Houston (TX); On-site; USD 85,000 - 115,000; Full time

Benefits offered by this job

Competitive salary

Medical, dental & vision benefits

401(k) with company match

Paid vacation, holidays & sick time

Tuition reimbursement

Career growth & advancement

Stable, industry-leading company

Collaborative leadership team

Impact on business strategy

Job summary

Mustang Rental Services, part of Mustang Cat, is seeking an organized Executive Administrator & Strategic Projects Coordinator to support the VP and leadership team. You will coordinate high-impact initiatives and ensure priorities are executed efficiently.

You will serve as a trusted partner, handling confidential information, preparing executive materials, and driving strategic plans across the organization. Excellent communication and PM skills are essential.

Qualifications

• 3–7 years of executive administrative support 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: Excel, PowerPoint, Outlook, Word, Teams.

Responsibilities

• Provide executive-level administrative support and manage calendars, travel, meetings and priorities.
• Coordinate strategic business initiatives, timelines, milestones and action logs.
• Support leadership with planning calendars, minutes and communications.
• Create executive-ready presentations, dashboards and reports.
• Oversee budgeting materials and onboarding activities; suggest process improvements.

Skills

Executive support

Project coordination

Communication

Organization

Discretion

Multitasking

Education

Bachelor's degree

Tools

Excel

PowerPoint

Outlook

Word

Microsoft Teams

Job description

Building Texas... Powering the World.

Since 1952, Mustang has proudly served the construction, oil & gas, power generation, marine, and manufacturing industries as the authorized Caterpillar dealer for Southeast Texas. Start your career with Mustang Cat - one of America's Greatest Midsize Workplaces of 2025!

Executive Administrator & Strategic Projects Coordinator

(Executive Assistant | Project Coordinator | Business Operations | Executive Support | Strategic Initiatives)

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 is much more than a traditional executive assistant role-you'll serve as a trusted business partner who helps keep strategic initiatives moving, coordinates high-impact projects, and ensures executive priorities are executed efficiently.

Why Join Mustang Rental Services?

• 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

What You'll Do

As the Executive Administrator & Strategic Projects Coordinator, you'll provide executive-level administrative support while coordinating strategic business initiatives across Mustang Rental Services. Your responsibilities will include:

• Executive Support
  • Manage executive calendars, travel, meetings, and scheduling priorities.
  • Prepare executive 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 across the organization.
  • Develop project timelines, milestone trackers, and action-item logs.
  • Monitor project progress and provide executive status updates.
  • Help 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 between departments.
  • 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.

What We're Looking For

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
  • 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

You'll Be Successful If You...

• 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. You'll help improve communication, coordinate critical initiatives, and ensure projects stay organized and on track while supporting the continued growth of the business.

Check out the Mustang Cat Anthem to see our mission in action!

Mustang Cat is an Equal Opportunity Employer.