Executive Assistant

Herc Rentals Inc.; Florida; On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) with company match

Employee Stock Purchase Program

Paid time off

Job summary

Herc Rentals is seeking an Executive Assistant to provide high-level administrative support to the CIO and COO in Bonita Springs, FL. The role requires exceptional organization, discretion, and the ability to manage time-sensitive workflows across technology and corporate communications.

Responsibilities include calendar management, travel planning, briefing materials, and coordination of IT and operations leadership meetings. 5+ years of EA experience and strong MS 365 skills are essential.

Qualifications

• 5+ years of executive assistant experience supporting two senior leaders.
• Experience in IT, operations, financial services, or a similar fast-paced corporate environment is beneficial.
• Mastery of Microsoft 365 applications (Outlook, Teams, Word, PowerPoint, Excel, SharePoint, OneDrive).
• Exceptional written and verbal communication skills, including editing and formatting of executive-level presentations and documents.

Responsibilities

• Manage the CIO’s complex calendar, recurring leadership rhythms, meeting prioritization, and schedule optimization.
• Coordinate domestic and international travel arrangements, itineraries, logistics, and briefing materials.
• Prepare meeting packets, presentations, talking points, and status documents with IT leadership teams.
• Help coordinate IT leadership meetings, technology reviews, and cross-functional working sessions; track action items and drive follow-up.
• Assist with vendor coordination, purchase orders, invoice routing, and budget-related administrative processes.
• Maintain organized digital files across Teams, SharePoint, and OneDrive.
• Oversee the COO's calendar, travel plans, and briefing materials.
• Prepare meeting packets and status documents with Operations leadership teams.
• Coordinate operations leadership meetings and cross-functional sessions; track actions.
• Support vendor management, PO processing, and budget tasks.
• Keep digital files up-to-date across Teams, SharePoint, and OneDrive.
• Serve as a professional point of contact for internal/external partners and stakeholders.
• Prepare polished correspondence and documents with attention to messaging and accuracy.
• Process expenses, travel reconciliations, and other admin tasks promptly.
• Anticipate needs and develop checklists/templates for recurring activities.

Skills

Executive support

Microsoft 365

Communication skills

Discretion and integrity

Multi-tasking

Video editing

Education

Bachelor's degree

Tools

Outlook

Teams

Word

PowerPoint

Excel

SharePoint

OneDrive

Job description

Education

Required Bachelor’s degree

Founded in 1965, Herc Rentals is one of the leading equipment rental suppliers in North America with 2025 total revenues reaching approximately $4.4 billion. Herc Rentals’ parent company, known as Herc Holdings Inc., listed on the New York Stock Exchange on July 1, 2016, under the symbol “HRI.” Herc Rentals serves customers through approximately 607 locations and has about 10,000 employees in North America as of June 30, 2026.

Job Purpose

The Executive Assistant provides high‑level administrative support to two senior executives with distinct functional responsibilities: the Chief Information Officer (CIO) and the Chief Operations Officer (COO). This role requires exceptional organizational skills, strong judgment, confidentiality, and the ability to manage complex, time‑sensitive workflows across both technology and corporate communications/investor relations environments. The Executive Assistant serves as a central coordination point, ensuring both leaders are prepared, informed, and supported in executing their priorities.

What you will do...

Support for the CIO

• Manage the CIO’s complex calendar, recurring leadership rhythms, meeting prioritization, and schedule optimization.
• Coordinate domestic and international travel arrangements, itineraries, logistics, and briefing materials.
• Prepare meeting packets, presentations, talking points, and status documents in partnership with IT leadership teams.
• Help coordinate IT leadership meetings, technology reviews, and cross‑functional working sessions; track action items and drive follow‑up.
• Assist with vendor coordination, purchase orders, invoice routing, and budget‑related administrative processes.
• Maintain organized digital files, reference materials, and documentation across Teams, SharePoint, and OneDrive.

Support for the COO

• Oversee the COO's intricate calendar, standing leadership routines, meeting priorities, and ongoing schedule adjustments.
• Arrange domestic and international travel plans, itineraries, logistics, and preparatory briefing materials.
• Prepare meeting packets, presentations, talking points, and status documents in partnership with Operations leadership teams.
• Help coordinate operations leadership meetings, business reviews, and cross‑functional working sessions; track action items and drive follow‑up.
• Support vendor management, purchase order processing, invoice handling, and budget‑related administrative tasks.
• Keep digital files, reference materials, and documentation well organized and current across Teams, SharePoint, and OneDrive.

Cross‑Executive and Operational Support

• Serve as a professional, responsive point of contact for internal leaders, external partners, analysts, media contacts, and vendors.
• Prepare polished correspondence, presentations, and documents with careful attention to messaging and accuracy.
• Process expenses, approvals, travel reconciliations, expense report management and other administrative tasks promptly and accurately.
• Anticipate needs, identify gaps, and proactively develop checklists, templates, tools, and structured processes for recurring activities.
• Uphold the highest standards of confidentiality, particularly regarding sensitive business information, investor‑related materials, IT security topics, and material nonpublic information.

Requirements

• A minimum of 5 years of executive assistant experience supporting senior executives, with experience supporting multiple leaders simultaneously strongly preferred.
• Experience in IT, operations, financial services, or a similar fast‑paced corporate environment is beneficial.
• Mastery of Microsoft 365 applications (Outlook, Teams, Word, PowerPoint, Excel, SharePoint, OneDrive).
• Exceptional written and verbal communication skills, including editing and formatting of executive‑level presentations and documents.
• Demonstrated ability to manage multiple competing priorities with accuracy, urgency, and professionalism.
• Strong judgment, discretion, and reliability; ability to handle confidential information with uncompromising integrity.
• Excellent relationship‑building skills and the ability to collaborate effectively with cross‑functional teams.
• Video editing experience desired but not required.

Education

Required Bachelor’s degree

Work Environment

• This role is performed onsite in Bonita Springs, FL.
• Occasional early mornings, evenings, or schedule adjustments may be required during earnings cycles, board meetings, or key operations and IT initiatives.
• Limited travel may be required for executive events.

Req #:

72212

Pay Range:

Based on qualifications.

Keeping you healthy

• Medical, Dental, and Vision Coverage
• Life and disability insurance
• Flex spending and health savings accounts
• Virtual Health Visits
• 24 Hour Nurse Line
• Healthy Pregnancy Program
• Tobacco Cessation Program
• Weight Loss Program

Building Your Financial Future

• 401(k) plan with company match
• Employee Stock Purchase Program

Life & Work Harmony

• Paid Time Off (Holidays, Vacations, Sick Days)
• Paid parental leave.
• Military leave & support for those in the National Guard and Reserves
• Employee Assistance Program (EAP)
• Adoption Assistance Reimbursement Program
• Tuition Reimbursement Program
• Auto & Home Insurance Discounts

Protecting You & Your Family

• Company Paid Life Insurance
• Supplemental Life Insurance
• Accidental Death & Dismemberment Insurance
• Company Paid Disability Insurance
• Supplemental Disability Insurance
• Group Legal Plan
• Critical Illness Insurance
• Accident Insurance

Herc does not discriminate in employment based on the basis of race, creed, color, religion, sex, age, disability, national origin, marital status, sexual orientation, citizenship status, political affiliation, parental status, military service, or other non-merit factors.