At Mudflap, we're modernizing the $1 trillion trucking industry, the backbone of the U.S. economy. By helping over 100,000 underserved small businesses save over $1.5 billion on fuel, Mudflap has grown into a profitable fintech platform that processes billions in annual payment volume.
As our Executive & Recruiting Coordinator, you’ll help two critical parts of Mudflap operate smoothly: supporting our co-founders and creating an exceptional experience for candidates interviewing with our team.
You’ll manage calendars and day-to-day coordination for our CEO and Head of Product while owning interview scheduling for candidates in the middle and final stages of our hiring process. Because many of those interviews involve our co-founders and executive team, the work is highly connected: you’ll bring order to complex schedules, anticipate conflicts, communicate changes clearly, and ensure important moments run seamlessly.
This is a hands-on coordination role for someone who takes pride in excellent execution, enjoys helping others operate effectively, and naturally looks for ways to make processes faster and smarter. You’ll work closely with Recruiting, our Operations Manager, and leaders across Mudflap while gaining broad exposure to how a profitable growth company operates.
Work Location: This role is based in Palo Alto, CA, and involves a hybrid work approach, balancing in-office collaboration with the ability to work remotely. It requires occasional flexibility outside standard business hours when executive schedules or candidate needs require it.
EXPECTATIONS (IN THIS ROLE, YOU WILL):
- Coordinate executive calendars. Manage scheduling and day-to-day calendar logistics for our CEO and Head of Product, resolving conflicts and helping them stay prepared for what’s ahead.
- Create an excellent candidate experience. Own interview scheduling for middle- and final-stage candidates, serving as a responsive and polished point of contact throughout the process.
- Bring complex schedules together. Coordinate across candidates, recruiters, interviewers, and executives to keep hiring processes moving quickly and minimize delays.
- Anticipate needs and close loops. Surface conflicts early, track open items, communicate changes, and make sure the right people have the information they need.
- Support important meetings and events. Partner with our Operations Manager on executive meetings, candidate visits, team gatherings, and occasional company events.
- Improve how the work gets done. Identify recurring friction, document processes, and use AI and automation to make scheduling, communication, and follow-through more efficient.
- Provide additional coordination support. Assist with travel, expenses, meeting preparation, and other executive or recruiting needs as priorities evolve.
EXPERIENCE (WHAT WE LOOK FOR):
- 2+ years of experience in recruiting coordination, executive support, administrative coordination, or another fast-paced, detail-oriented role.
- Experience managing complex calendars and coordinating across multiple stakeholders with competing priorities.
- Excellent written and verbal communication, with the judgment to represent Mudflap professionally with candidates, executives, and external partners.
- Strong organization and attention to detail, including the ability to keep multiple processes moving without losing track of commitments.
- A proactive mindset—you notice what needs attention, take ownership, and follow through without waiting for repeated direction.
- Sound judgment, discretion, composure, and a genuine service orientation.
- Comfort working in an intense, fast-moving environment where priorities can change quickly.
- Interest in using AI and technology to improve workflows and reduce manual work.
- Experience with Google Workspace, Slack, and an applicant tracking system; familiarity with Claude and Ramp is a plus.
This environment will not be right for everyone. The right person will be energized by high…