This page is mainly as a guideline for the Executive Assistant(EA) to our Chief Executive Officer (CEO). It is intended to be helpful, feel free to deviate from it and update this page if you think it makes sense. If there are things that might seem pretentious or overbearing please raise them so we can remove or adapt them.
You can add other calendars on the left, to see when GitLab team members are free to schedule a meeting with
The agenda of items to be handled by the EA for the CEO
Use for example a tool like Hipmunk to find different flight options with most airlines when needing to book travel
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 send the following email:
"We would love to help but we want to make sure the content is radiated as wide as possible. Can we do the following?
We schedule a 50 minute skype/google hangout/office visit
You send an initial list of questions no less than 24 hours in advance that you share via a Google Doc that everyone with the link can edit
It is very much OK to keep adding questions to the doc and to ask questions not in the doc during the interview
You audio record the conversation, please test the technology in advance
You write up a draft post within 48 hours after the interview and submit it to https://gitlab.com/gitlab-com/www-gitlab-com/merge_requests/ If that is too hard paste the interview in the Google Doc with the questions
If it is interesting our marketing department will work to publish the post
A great examples of this in action is this article that got 290 points on Hacker News"
The EA should follow up to chase the draft post.
Labels: /archive, /respond or /urgent-important
Prepare draft responses
Standard reply for recruiters: “We do not accept solicitations by recruiters, recruiting agencies, headhunters and outsourcing organizations. Please find all info on our jobs page”
Keep 1 hour open in calendar per day for email
Schedule calls in European timezones in the am Pacific (Daylight) Time and US time zones in the pm Pacific (Daylight) Time.
for in person
INTERVIEW | for interviews (looping in our PR partner) Make sure to block 10 min before for preparations and 10 min after for notes for Sid and send out https://about.gitlab.com/primer/ for background information for the interviewer.
CALL | for video conf add message: “Please use the link in this invite to join the Google Hangout. It will prompt a request for access.
Calls in the hiring process also have: “Please fill out this form to discuss during the call”
Make sure to add any relevant details in the invite.
Examples for scheduling: “CALL | Kirsten Abma for Executive Assistant” “INTERVIEW | Kirsten Abma (TechCrunch)” “MTG | Bruce Armstrong (Khosla) & Sid Sijbrandij (GitLab) @ [office/location]” Or for example “Dinner/Lunch @ Bar Agricole - Kirsten Abma & Sid Sijbrandij”
For meetings or lunch/dinner appointments, always make sure to add the address in the invite of the location where it’s scheduled and make sure to plan travel time (in a separate calendar item, just for Sid) before and after the meeting in case another meeting or call should follow.
Hiring managers will tag EA to schedule a call for the applicant with Sid
Template email with wording to schedule “Kirsten schedule Sid”
EA does research for the best option for a flight and propose this to Sid before booking. Current preferences for flights are: * Aisle seat * Check a bag for all trips (longer than one night) * Frequent Flyer details of all (previously flown) airlines are in EA vault of 1Password
Check all incoming (physical) mail at 1233 Howard st and sort the urgent and important letters.
Inform AP if invoices came in
Inform other people/departments if mail is addressed for them and include a scan of the document
When you’re logged in, you can find wingman account access for Sid in the top right corner menu.
Check Sids email, using the search bar in the top, to find any receipts for the postings in the current expense report.
Write down what receipts are missing and email to request them