Executive Business Administrator, Engineering (EST)

An overview of this role

Executive Business Administrators (EBAs) at GitLab toggle seamlessly between various systems including Google Workspace, Slack, TripActions, Zoom, and GitLab to accomplish an array of tasks, while staying focused on prioritization and escalating urgent issues. EBAs at GitLab are self-driven, collaborative, and agile team members who are experienced in managing multiple priorities, juggling various responsibilities, and anticipating the executive’s needs. EBAs at GitLab are exceptionally organized, relentlessly resourceful, calm under pressure, and strategic multitaskers with a deep love of logistics and the ability to thrive in a dynamic start-up environment.

What you'll do

• Support and work closely with GitLab's VPs of Engineering
• Support VP leaders in various time zones
• Manage complex calendars including vetting, prioritizing and providing recommendations while taking direction from leaders. Aligns to GitLab meeting norms and practices.
• Total travel coordination including air and ground transportation, hotel reservations, security, visas and other travel documentation
• Maintain an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities
• Process and submit expense reports as well as monitor reimbursements in a timely manner
• Partner with PeopleOps, IT and Security to resolve any logistical needs
• Assist the full life cycle of recruiting including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding of new hires
• Maintain and track manager and teams project list and/or OKRs
• Contribute to and attend virtual and in-person team meetings and onsites by assisting with the production of materials and pre-reads, scheduling and coordination, logistics and vendor communication, budget-tracking, taking notes, and tracking action items.
• Provide general project support as needed
• Provide coverage for other EBAs in similar roles
• Contribute to broader EBA community by participating in EBA activities and initiatives
• Build strong cross functional relationships with other EBAs
• Organize agendas and note-take for meetings where the leaders they support are present (e.g. Staff meetings, AMAs, All Hands, team meetings, etc.)
• Plan events such as team off-sites, team building activities and company kick-offs as needed

What you'll bring

• Previous 2+ years of administrative experience supporting a C-Staff Executive at a quickly-scaling or large company, preferably within R&D
• Previous experience at a quickly-scaling or large company
• Successful history of managing the calendars, expenses, and travel of multiple executives
• Experience predicting, prioritizing, and assisting an executive’s workload
• Extensive technical skills in Google Workspace, Zoom, Slack, and Navan
• Proactive and able to deal with ambiguity, prioritize own work and resources, and juggle multiple tasks in a manner transparent to the team, and work independently to achieve results with a high degree of accuracy
• Exceptional communication and interpersonal skills and ability to interact autonomously with internal and external partners
• Maintain the confidentiality of highly sensitive material with tact and professionalism
• Superior attention to detail
• Event coordination and creative event planning experience
• Excellent written and verbal English communication skills
• Experience in a remote start-up environment preferred
• A passion for GitLab and models CREDIT values
• A sincere willingness to help out and able to work collaboratively with EBAs across the organization

How GitLab will support you

• Benefits to support your health, finances, and well-being
• All remote, asynchronous work environment
• Flexible Paid Time Off
• Team Member Resource Groups
• Equity Compensation & Employee Stock Purchase Plan
• Growth and development budget
• Parental leave
• Home office support