Executive Assistant

Mudflapinc; Palo Alto, Northern (CA, KY); Hybrid; USD 120,000 - 135,000; Full time

Benefits offered by this job

Competitive salary & equity

Health benefits

Time off

401(k) matching

Career growth

Annual offsite

Job summary

Mudflap is seeking an Executive Assistant in Palo Alto to serve as the operational backbone for the co-founders and executive team. You will design calendars, coordinate travel, and manage confidential information with sound judgment.

This role blends calendar strategy, systems-building, and clear communications, with AI-assisted workflows and opportunities for growth.

Qualifications

• 5+ years supporting founders or C-level executives in a fast-paced, high-growth environment.
• Upward management as a craft—you anticipate what leaders need and keep them organized.
• Excellent written communication, including the ability to write clearly in someone else’s voice.
• Strong systems thinking and a track record of improving processes, workflows, and tools.
• Sharp prioritization instincts, exceptional judgment, and the ability to hold significant context while making decisions independently.
• Presence, composure, and discretion that allow you to earn trust quickly and remain effective under pressure.
• Genuine enthusiasm for AI and demonstrated ability to use technology to work faster and more effectively.
• Fluency with Claude, Google Workspace, Slack, and Ramp, or the ability to become highly proficient quickly.

Responsibilities

• Own executive time with a point of view. Manage complex calendars, anticipate conflicts, make informed tradeoffs, and ensure our leaders focus on the work that creates the most value.
• Keep leaders ahead of what’s coming. Track priorities and commitments, surface blockers, and ensure executives have the context and preparation required for important decisions and meetings.
• Build systems that create leverage. Design lightweight workflows and communication rhythms that improve organization, alignment, and follow-through across the executive team.
• Serve as a communications operator. Draft and coordinate executive communications, synthesize inbound information, and translate it into clear priorities and recommended actions.
• Make execution feel seamless. Own travel, expenses, Board and investor logistics, leadership meetings, offsites, and occasional personal support with exceptional care and attention to detail.
• Work smarter with AI. Use Claude and other tools to improve research, preparation, communication, and workflows while exercising sound judgment with confidential information.

Skills

Calendar management

Executive support

Written communication

Systems thinking

Prioritization

Discretion

AI awareness

Tools

Claude

Google Workspace

Slack

Ramp

Job description

Interested in joining our team?

We’re looking for high-performing individuals who are obsessed with customer experience and ready for high-impact contributions to Mudflap’s explosive growth.

Executive Assistant

Location

Palo Alto, CA

Employment Type

Full time

Location Type

On-site

Department

G&A

Compensation

• $120K – $135K

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 billion on fuel, Mudflap has grown into a profitable fintech platform that processes billions in annual payment volume.

As our Executive Assistant, you’ll be the operational backbone for our co-founders and a key partner to the broader executive team. You’ll develop a deep understanding of how our leaders work, what matters most to the business, and where your judgment can create the greatest leverage.

Part calendar strategist—you’ll develop a point of view on how executive time should be spent and make thoughtful tradeoffs to protect it.

Part systems builder—you’ll design the workflows, tools, and operating rhythms that keep priorities organized and moving.

Part communications operator—you’ll synthesize information, direct attention to what matters, and help executives communicate clearly and effectively.

Part problem solver—you’ll spot gaps, anticipate needs, and take action without waiting to be asked.

Mudflap moves fast. We value urgency, ownership, resourcefulness, and people who step beyond their job descriptions to help the company win. If you treat upward management as a craft and get genuine energy from making ambitious leaders more effective, this role is for you.

Work Location: This role is based in Palo Alto, CA and is primarily in office. It requires flexibility and responsiveness, including support outside standard business hours.

To support our team, we offer:

• Commuter benefits to ease your travel

• Lunches and snacks to keep you fueled

• A collaborative, high-growth environment where you’ll work closely with talented teammates across the company

Expectations (In this role, you will):

• Own executive time with a point of view. Manage complex calendars, anticipate conflicts, make informed tradeoffs, and ensure our leaders focus on the work that creates the most value.

• Keep leaders ahead of what’s coming. Track priorities and commitments, surface blockers, and ensure executives have the context and preparation required for important decisions and meetings.

• Build systems that create leverage. Design lightweight workflows and communication rhythms that improve organization, alignment, and follow-through across the executive team.

• Serve as a communications operator. Draft and coordinate executive communications, synthesize inbound information, and translate it into clear priorities and recommended actions.

• Make execution feel seamless. Own travel, expenses, Board and investor logistics, leadership meetings, offsites, and occasional personal support with exceptional care and attention to detail.

• Work smarter with AI. Use Claude and other tools to improve research, preparation, communication, and workflows while exercising sound judgment with confidential information.

Experience (What we look for):

• 5+ years supporting founders or C-level executives in a fast-paced, high-growth environment; we care more about the complexity and impact of your work than a specific number of years.

• Upward management as a craft—you anticipate what leaders need, keep them organized and accountable, and make them more effective without creating unnecessary overhead.

• Excellent written communication, including the ability to synthesize complex information and write clearly in someone else’s voice.

• Strong systems thinking and a track record of improving processes, workflows, and tools.

• Sharp prioritization instincts, exceptional judgment, and the ability to hold significant context while making decisions independently.

• Presence, composure, and discretion that allow you to earn trust quickly and remain effective under pressure.

• Genuine enthusiasm for AI and demonstrated ability to use technology to work faster and more effectively.

• Fluency with Claude, Google Workspace, Slack, and Ramp, or the ability to become highly proficient quickly.

This environment will not be right for everyone. The right person will be energized by high expectations, close partnership with our co-founders, and the opportunity to help build a company with significant long‑term potential.

Perks and Benefits (What we offer):

• Competitive salary and equity in a high-growth startup

• Multiple health benefit options

• Responsible Time Off

• 401(k) matching

• Opportunities and support for major career growth

• Annual Company offsite event (Mudfest!)

The starting salary range for this role is $120,000-$135,000. This information will reflect the base salary range for the position based on current market data, which may be subject to change. The candidate’s skills, experience, and other relevant factors will determine the exact compensation.

Company Overview (Who we are):

Mudflap is on a mission to transform trucking and logistics by leveling the playing field for owner-operators and small fleets. Backed by QED, Matrix Partners, Commerce Ventures, NFX, and 500 Startups—and recognized on the Forbes Fintech 50—our team brings experience from Disney, Uber, Procore, DoorDash, Google, Meta, Capital One, Aff

Here are the core values that we believe in and look for in new teammates:

• Be Customer Obsessed: We deeply understand customer needs and put our customers at the center of everything we do

• Make it Count: Act like an owner by focusing on the impact of your work

• Find a Way: Be a creative problem solver who pushes past roadblocks to win for our customers and our teammates

• Sweat the Details: We keep our standards high and achieve them by paying attention to every detail

• Be Curious: Use a growth mindset to question assumptions, take calculated risks and stretch the boundaries of what’s possible

Compensation Range: $120K - $135K