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Executive Business Administrators

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Intro

This page details processes and general guidelines specific to the Executive Business Administrators (EBA's) at GitLab. The page is intended to be helpful, feel free to deviate from it and update this page if you think it makes sense.

Executive Business Administrator Team

Meeting request requirements

If you would like to schedule a meeting with E-Group at GitLab, email or slack the EBA with the following information:

In the event that you have a same day request, you can send the above information in the "eba-team" Slack channel and @ mention the appropriate EBA.

EBA Team Best Practices

Suggested formats for calendar invites within Executive Group (E-Group)

Make sure to include the following items (which are detailed below) in the calendar invite:

  1. Calendar blurb
  2. Cell numbers (in case of an in-person meeting)
  3. Mission Control Access Instructions (when meeting at Mission Control)

General scheduling guidelines

Travel

EBAs research the best option for a flight and book it according to their executive's schedule. If the Executive requires approving the flights beforehand, please follow that process before booking. Make sure to add a calendar item for 2 hours before take off for check in and add a separate one for travel time before that in the exec's calendar. If a flight was changed or not taken due to delays or other circumstances, make sure to check with the airline for the current flight status.

Expensify

E-Group In-person Meetings

There should be one invite for all attendees that includes the following:

Public engagement

The public process does two things: allows others to benefit from the conversation and it acts as a filter since there is only a limited amount of time so we should prioritize conversations that a wider audience can benefit from.

OKRs

Performance Indicators (PI)

Leadership SAT Survey

On a quarterly basis, any Executive at GitLab that has dedicated administrative support via an Executive Business Administrator will receieve a survey with a series of questions and a rating scale of 1-5 (5 being excellent) to determine the performance of the EBA team.

Sample Questions:

Scheduling preferences for Sid Sijbrandij, Co-founder and CEO

CEO Email Management

Travel preferences

Current preferences for flights are:

Pick Your Brain meetings

If people want advice on open source, remote work, or other things related to GitLab we'll consider that. If Sid approves of the request we suggest the following since we want to make sure the content is radiated as widely as possible. To start, we send an email as shown below.

Thanks for being interested in GitLab. If we schedule a meeting it will follow GitLab's Pick Your Brain format. Are you able to submit a draft post with us within 48 hours of interview?

GitLab is a very transparent company and many things that are normally confidential can be found in our handbook, available online. Please consider looking at the following pages prior to our meeting.

  1. If we receive a positive answer we schedule a 50 minute YouTube public livestream. For an example of an interview, see this one about stress in remote work.
  2. Within 48 hours you share a draft post with us in a Google Doc with suggestion or edit rights for anyone that knows the URL.
  3. You can redact anything you don't want to publish.
  4. Our executive administrator will work with you to publish the post if we agree that it fits with our current marketing plan and would be a good fit for our audience. The EBA-team will follow up to make sure the draft post is submitted and coordinate with Content Marketing to cross-post on our blog.
  5. Read and watch past Pick Your Brain interviews, including one hosted by Slab co-founder Jason Chen that reached the top spot on Hacker News.

Reply to emails: Thanks for wanting to chat. I propose we meet in the format proposed in GitLab's Handbook so that other people benefit from our conversation too. If you're up for that please work with Cheri (cc:) to schedule.

Scheduling Pick Your Brain meetings

  1. Once Pick Your Brain meetings are confirmed, schedule a Zoom Webinar and send out a calendar invite to all guests and make sure to add a separate calendar invite for Sid with preparation time. Scheduling a Zoom webinar
  2. Link the document that the external guest has provided to the calendar invite and ensure it also includes:
    • Who the PYB Meeting is with, Name, Title, Company and their LinkedIn Profile (if applicable)
    • Context: Where did the request originate from (email, text, twitter), what's the source?
    • Subject: One Sentence for the PYB Meeting
    • If the PYB meeting is about all-remote work, please invite the Sr. Manager, All Remote Culture Curator to the meeting

Calendar blurb for External Meetings with the CEO

For all external parties meeting with CEO (both video call and in-person), the EBA should include the following verbiage and links in the calendar invite:

GitLab is a very transparent company and materials that are normally confidential can be found online, please consider looking at the following Handbook links prior to your meeting with GitLab:

Company strategy including planned going public date: https://about.gitlab.com/company/strategy/
Our Objectives and Key Results per quarter: https://about.gitlab.com/company/okrs/
All team members and numbers per department: https://about.gitlab.com/company/team/
Handbook with all our processes in: https://about.gitlab.com/handbook/
Pricing plans: https://about.gitlab.com/pricing/
Pricing strategy: https://about.gitlab.com/handbook/ceo/pricing/
History: https://about.gitlab.com/company/history/
About: https://about.gitlab.com/company/
GitLab Unfiltered on YouTube https://www.youtube.com/channel/UCMtZ0sc1HHNtGGWZFDRTh5A/videos 

Depending on the subject of the interview (e.g. events, all-remote, etc.), the arranger should consider adding other relevant links beyond the baseline below.

If the topic of the media interview is solely or primarily about all-remote, suggest the opportunity to first speak with GitLab's all-remote culture curator.

Contact details for external meetings should be collected in advance by the EBA to the CEO and listed in the calendar invite as:

Executive cell:

Guest cell:

Visiting Mission Control in San Francisco, CA

The EBA to the CEO will coordinate all meetings at Mission Control. If a group would like to visit GitLab's offices, please ping the EBA to the CEO in slack to discuss the opportunity. Due to limitations in size, we cannot host large groups but are willing to meet remotely and publicly. GitLab is an all-remote and distributed organization and we do not have a head office.

Access to Mission Control: In case of a meeting in San Francisco at Mission Control please copy-paste building access instructions into the calendar invite from the "GitLab Mission Control Access Instructions" Google Doc.

Scheduling for Michael McBride, Chief Revenue Officer

Scheduling for Paul Machle, Chief Financial Officer

Scheduling for Eric Johnson, VP of Engineering

Scheduling for Todd Barr, Chief Marketing Officer

Scheduling for Mark Pundsack, VP of Product Strategy

Scheduling for Scott Williamson, VP of Product

Scheduling for Sung Hae Kim, Chief People Officer

Scheduling for TBH, General Counsel