Executive & Recruiting Coordinator

Mudflap•Palo Alto, CA

2d•$100,000 - $120,000•Hybrid

About The Position

Mudflap is hiring an Executive & Recruiting Coordinator to support its co-founders and create an excellent experience for candidates interviewing with the team. The role manages calendars and day-to-day coordination for the CEO and Head of Product, and owns interview scheduling for middle- and final-stage candidates. It brings together complex schedules across candidates, recruiters, interviewers, and executives, with an emphasis on anticipating conflicts, communicating changes clearly, and keeping processes moving. This is a hands-on coordination role for someone who values excellent execution, helps others operate effectively, and looks for ways to make processes faster and smarter. The coordinator works closely with Recruiting, the Operations Manager, and leaders across Mudflap, with broad exposure to how a profitable growth company operates. The role is based in Palo Alto, California, with a hybrid work approach balancing in-office collaboration and remote work. Occasional flexibility outside standard business hours may be required when executive schedules or candidate needs require it. Mudflap is a fintech platform working to modernize the trucking industry and support owner-operators and small fleets. The company says it has helped more than 100,000 small businesses save over $1.5 billion on fuel and is backed by QED, Matrix Partners, Commerce Ventures, NFX, and 500 Startups.

Requirements

At least 2 years of experience in recruiting coordination, executive support, administrative coordination, or another fast-paced, detail-oriented role.
Experience managing complex calendars and coordinating 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 manage multiple processes and commitments.
A proactive mindset, ownership, and reliable follow-through without 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.

Nice To Haves

Familiarity with Claude and Ramp.

Responsibilities

Manage scheduling and day-to-day calendar logistics for the CEO and Head of Product, resolving conflicts and helping them prepare for upcoming commitments.
Own interview scheduling for middle- and final-stage candidates and serve as a responsive, polished point of contact throughout the process.
Coordinate candidates, recruiters, interviewers, and executives to keep hiring processes moving quickly and minimize delays.
Surface conflicts early, track open items, communicate changes, and ensure the right people have the information they need.
Partner with the Operations Manager on executive meetings, candidate visits, team gatherings, and occasional company events.
Identify recurring workflow friction, document processes, and use AI and automation to improve scheduling, communication, and follow-through.
Assist with travel, expenses, meeting preparation, and other executive or recruiting needs as priorities evolve.