This page is mainly as a guideline for the Executive Assistants (EAs) 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.
Thanks to Mårten Mickos for the inspiration for this section. All good idea's are his, all bad ones mine.
I am a visual person much more than auditory, and I am a top-down person much more than bottom-up. This means that I love written communication: issues, email, Google Docs, and chat. Feel free to send me as many emails and chat messages as you like, and about whatever topics you like.
If you have a great new idea or suggestion for me, I appreciate if you can convey it in a picture or in written words, because I learn by seeing more than I learn by hearing. I don't mind if you send me or point me to plans that are in draft mode or not ready. I am happy if I can give useful feedback early. It doesn’t have to be perfect and polished when presented to me.
In written communication, I appreciate the top-down approach. Set the subject header to something descriptive. Start the email by telling me what the email is about. Only then go into details. Don't mix separate topics in the same email, it is perfectly fine to send two emails at almost the same time. Try to have a concrete proposal so I can just reply with OK if that is possible.
I get many email on which I am only cc'd on, I would very much appreciate if you started emails intended specifically for me with "Sid," or some other salutation that makes it clear that the message is for me.
I have accounts on LinkedIn and Facebook. I will not send invites to team members on those networks since as the CEO I don't want to impose myself on anyone. But I would love to connect and I will happily accept your LinkedIn and Facebook friend request. You can also find me on Twitter as @sytses.
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 Zoom video call that is recorded by us, uploaded to Youtube as a private video, and shared with you.
You write up a draft post within 48 hours after the interview in a Google Doc and share that with us with suggestion or edit rights for us.
You can redact anything you don't want to publish.
Our marketing department will work to publish the post.
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
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 meetings in person, either at the "office" or another location
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.
for phone calls
VIDEOCALL | for video conference calls using Google Hangout. In case it's a larger list of attendees or when we want to record the call we schedule with Zoom. add message: “Please use the link in this invite to join the Google Hangout OR Zoom. 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. Favorite restaurants of Sids are: Basil Thai in SoMa for lunch, Heirloom Cafe for dinner and Odd Job for drinks.
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