Executive Business Administration

About the 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.

Levels

Executive Business Administrator (Associate)

Executive Business Administrators (Associate) typically report to a leader they support.

Executive Business Administrator (Associate) Job Grade

The Executive Business Administrator is a grade 5.

Executive Business Administrator (Associate) Responsibilities

• Support members of our Director+ Leadership Team in various timezones
• Manage multiple complex calendar including vetting, prioritizing and providing recommendations
• Make recommendations for your executive with regard to their time management, prioritization, delegation, and organization
• 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
• File expense reports and track reimbursement status
• Contribute to team meetings and offsites by assisting with the production of materials and pre-reads, taking notes, and tracking action items
• Partner with PeopleOps, IT and Security to resolve any logistical issues
• Assist the full life cycle of recruiting including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding of new hires
• Maintains and tracks manager and teams project list and goals
• Attend team staff meetings, track agenda and assist Executive to keep team on course
• Schedules, live streams and moderates Group Conversations
• Provide coverage for other EBAs
• Assist with ad hoc projects, events and travel arrangements as needed

Executive Business Administrator (Associate) Requirements

• Previous 2+ years of administrative experience at a quickly-scaling or large company
• Successful history of managing the calendars, expenses, and travel of multiple executives
• Extensive technical skills in Google Workspace, Zoom, Slack, and TripActions
• Must be 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
• Demonstrated ability to adopt technical tools quickly (i.e. terminal, text editor)
• Possess an ability to multi-task and prioritize in a dynamic environment
• Superior attention to detail
• Event coordination and creative event planning experience
• Excellent written and verbal English communication skills
• Experience in a start-up environment preferred
• Experience working remotely preferred
• A desire to learn, have fun and work hard
• A passion for GitLab
• A sincere willingness to help out
• Able to work collaboratively with EBAs across the organization
• An orientation towards team success
• Ability to use GitLab

Executive Business Administrator (Intermediate)

Executive Business Administrators (Intermediate) typically report to directly to a leader they support.

Executive Business Administrator (Intermediate) Job Grade

The Executive Business Administrator is a grade 6.

Executive Business Administrator (Intermediate) Responsibilities

• Support our Leadership Team in various timezones
• Manage complex calendar including vetting, prioritizing and providing recommendations
• 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
• Draft internal and external communications on behalf of executive
• File expense reports and track reimbursement status
• Manage projects, internal and external meetings and large-scale events from budget planning through logistical coordination
• May coordinate, track and schedule internal and external PR and communication events for manager and team
• Partner with PeopleOps, IT and Security to resolve any logistical issues
• Assist the full life cycle of recruiting including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding of new hires
• Maintains and tracks manager and teams project list and goals
• Contribute to team meetings and offsites by assisting with the production of materials and pre-reads, taking notes, and tracking action items
• Schedules, live streams and moderates Group Conversations
• Provide general project support as needed including ad-hoc reporting
• Provide coverage for other E-Group EBAs
• Contributes to broader EBA community by building strong cross functional relationships with other EBAs

Executive Business Administrator (Intermediate) Requirements

• Previous 3+ years of administrative 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 TripActions
• Must be 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
• Demonstrated ability to adopt technical tools quickly (i.e. terminal, text editor)
• Possess an ability to multi-task and prioritize in a dynamic environment
• Superior attention to detail
• Event coordination and creative event planning experience
• Excellent written and verbal English communication skills
• Experience in a start-up environment preferred
• Experience working remotely preferred
• A desire to learn, have fun and work hard
• A passion for GitLab
• A sincere willingness to help out
• Able to work collaboratively with EBAs across the organization
• An orientation towards team success
• Ability to use GitLab

Senior Executive Business Administrator

Senior Executive Business Administrators who support an E-Group member report directly to their leader or to the Chief of Staff for their Division (if applicable).

Senior Executive Business Administrator Job Grade

The Senior Executive Business Administrator is a grade 7.

Senior Executive Business Administrator Responsibilities

• Support members of our Executive Group E-Group or CEO-Skips Leadership across various timezones
• Own and proactively manage a complex, changing, high-volume calendar across multiple timezones. Ensure Executive is prepared for every meeting
• Make recommendations for the Executive in regard to their time management, prioritization, delegation and organization
• Seamlessly coordinate extensive domestic and international travel including air and ground transportation, hotel reservations, security, visas and other travel documentation. Accompanying the Executive when necessary
• Run cadence of weekly staff meetings and other important meetings, including planning agenda, organization, and follow-up on action items, while infusing our company values throughout
• Plan events such as team off-sites, team building activities and company kick-offs as needed
• Draft internal and external communications on behalf of Executive
• Assist the full life cycle of recruiting including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding of new hires
• Manage Executive's email inbox including drafting internal and external communications on behalf of Executive
• Compile receipts to submit timely and accurate expense reports on a monthly basis
• Schedules, live streams and moderates Group Conversations
• Provide coverage for other Senior E-Group EBAs
• Run and lead special projects upon request
• Must be able to work flexible hours to support international business meetings and some travel is required in most roles
• Other duties as assigned in support of the business (ad hoc tasks)
• Contribute to the broader EBA community by sharing learnings, resources, and supporting EBA team camaraderie

Senior Executive Business Administrator Requirements

• Previous 5+ years of administrative experience supporting a C-Staff Executive at a quickly-scaling or large company
• Bachelor's Degree preferred. High school diploma or general education degree (GED) required
• Self-starter who can operate independently and move quickly from one task to another; creative problem solver, seeks "win-win" solutions; energized by challenges with superb attention to detail
• Extensive technical skills with Google Workspace, Zoom, Slack and TripActions among other tools
• Demonstrated Leadership mindset in prior roles—ability to influence culture/environment around them
• Proven leadership skills and demonstrates “one team” mindset; able to lead other EBAs and partner well across GitLab
• Experience with event planning & coordination to include support for large meetings, off-sites and company events
• Detailed and goal-oriented planner; possesses the ability to appropriately prioritize business needs and handle multiple tasks in a fast-paced environment
• Approachable and effective communicator across various communication channels and with all levels of the organization
• Demonstrated ability to adopt technical tools quickly (i.e. terminal, text editor)
• Experience in a start-up environment preferred
• Experience working remotely preferred
• A passion for GitLab
• A sincere willingness to help out

Manager, Executive Business Administrator

The Manager, Executive Business Administrator is a job grade 8.

Manager, Executive Business Administrator

• Support a member of our Executive Group E-Group in various timezones
• Hire, develop and retain the function's EBA team by setting the strategy and prioritizing GitLab’s Objectives and Key Results (OKRs)
• Own and proactively manage a complex, changing, high-volume calendar across multiple timezones. Ensure Exec is prepped for every meeting
• Make recommendations for the Executive in regard to their time management, prioritization, delegation and organization
• Seamlessly coordinate extensive domestic and international travel including air and ground transportation, hotel reservations, security, visas and other travel documentation. Accompanying the Executive when necessary
• Run cadence of weekly staff meetings and other important meetings, including planning agenda, organization, and follow-up on action items, while infusing our company values throughout
• Plan events such as team off-sites, team building activities and company kick-offs as needed
• Draft internal and external communications on behalf of Executive
• Assist the full life cycle of recruiting including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding of new hires
• Manage Executives email inbox including drafting internal and external communications on behalf of Executive
• Compile receipts to submit timely and accurate expense reports on a monthly basis
• Schedules, live streams and moderates Group Conversations
• Provide coverage for other Senior E-Group EBAs
• Run and lead special projects upon request
• Must be able to work flexible hours to support international business meetings and some travel is required in most roles
• Other duties as assigned in support of the business (ad hoc tasks)

Manager, Executive Business Administrator Requirements

• Previous 7+ years of administrative experience supporting a C-Staff Executive at a quickly-scaling or large company
• Bachelor's Degree preferred. High school diploma or general education degree (GED) required
• Self-starter who can operate independently and move quickly from one task to another; creative problem solver, seeks "win-win" solutions; energized by challenges with superb attention to detail
• Extensive technical skills with Google Workspace, Zoom, Slack and TripActions among other tools
• Demonstrated Leadership mindset in prior roles—ability to influence culture/environment around them
• Proven leadership skills and demonstrates “one team” mindset; able to lead other EBA’s and partner well across GitLab
• Experience with event planning & coordination to include support for large meetings, off-sites and company events
• Detailed and goal-oriented planner; possesses the ability to appropriately prioritize business needs and handle multiple tasks in a fast-paced environment
• Approachable and effective communicator across various communication channels and with all levels of the organization
• Proven leadership skills and demonstrates “one team” mindset; able to be a role model for all other EBA’s
• Demonstrated ability to adopt technical tools quickly (i.e. terminal, text editor)
• Experience in a start-up environment preferred
• Experience working remotely preferred
• A passion for GitLab
• A sincere willingness to help out

Staff Executive Business Administrator to the CEO

The Staff Executive Business Administrator to the CEO reports to the Chief of Staff to the CEO

Staff Executive Business Administrator to the CEO Job Grade

The Staff Executive Business Administrator to the CEO is a grade 8.

Staff Executive Business Administrator to the CEO Responsibilities

• Strategically and methodically support our Chief Executive Officer in the Pacific time zone - serving as a partner in handling correspondence, including confidential and sensitive materials
• Proactively and without supervision, anticipate needs and follow through diligently, often using knowledge of the executive, their direct reports, external parties, and company values to make decisions that lead to more effective executive attention and communication
• Maintain the CEO's calendars in a thoughtful and purposeful manner, ensuring meetings contain the appropriate attendees, agenda items, and any changes are done with full consideration of a global team, spanning multiple time zones; ensure executive is prepped and briefed as necessary for each meeting
• Make recommendations for the executive in order to more effectively manage their time, prioritize, delegate and organize
• Seamlessly coordinate extensive travel including air and ground transportation, hotel reservations, security, visas, and any other travel documentation
• Maintain cadence of weekly meetings and other important meetings, including planning agenda, organization, and follow-up on action items, while infusing our company values throughout
• Draft internal and external communications on behalf of the executive keeping in mind our company values and safeguarding confidential information as well as the executive’s reputation
• Assist the full life cycle of recruiting activity for the executive, including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding of newly hired executives
• Manage executive’s email inbox including drafting internal and external communications on behalf of the executive when required
• Compile receipts to submit timely and accurate expense reports on a monthly basis
• Liaise effectively with EBA counterparts and build strong and collaborative working relationships with a wide range of company stakeholders at all levels
• Orchestrate events such as team off-sites and team building activities
• Serve as a helpful knowledge base for executives and other team members (e.g., other EBAs), especially for processes and procedures, and provide assistance in a hands-on, kind, and proactive manner
• Work flexible hours to support global business meetings; some travel is required
• Schedules, live streams and moderates Group Conversations
• Other duties (and ad hoc tasks) as assigned in support of your executive and business
• Contribute to the broader EBA community by sharing learnings, resources, and mentoring other EBAs as appropriate

Staff Executive Business Administrator to the CEO Requirements

• Experience supporting a C-Level Executive(s) as an EA or executive business partner at a quickly-scaling company, effectively representing the personal brand of the executive as well as the company’s culture and value
• High integrity and track record of maintaining confidentiality of all work product and sensitive information
• Strong attention to detail and proofreading ability
• Extensive technical skills with Google Workspace, Zoom, Slack and TripActions among other tools; demonstrated ability to adopt technical tools quickly (i.e. GitLab.com)
• Self-starter who can operate independently and move quickly from one task to another; creative problem solver, seeks "win-win" solutions; energized by challenges with superb attention to detail
• Excellent interpersonal skills and business acumen; ability to communicate with team members, partnering well across GitLab, and external parties at all levels
• Proven leadership skills and demonstrates “one team” mindset; able to be a role model for all other EBA’s
• Detailed and goal-oriented planner; possesses the ability to appropriately prioritize business needs and handle multiple tasks in a fast-paced environment
• Approachable and effective communicator across various communication channels and with all levels of the organization
• Experience with event planning & coordination to include support for large meetings, off-sites
• Experience in both start-up and medium size enterprise environments preferred
• Experience working remotely preferred
• A sincere willingness to help out
• A passion for GitLab and for contributing to an exceptional work culture

Career Ladder

An Executive Business Administrator's career path can take various routes depending on the long term career goals and aspirations of an EBA. One path that is routinely taken is that of a career EBA and is someone who is passionate about being in the EBA role for the long-term resulting in becoming a Senior, Staff, or Principal EBA at GitLab to a member of our E-Group. Another path that is open to an EBA is one where they decide to leverage their experience as an EBA to transition into a new role such as (but not limited to) a Chief of Staff, Project Manager, Recruiter, Corporate Events Manager, Business Analyst, Executive Communications, PR, Internal Communications, People Connect Specialist, People Business Partner, etc.

Performance Indicator

• Leadership SAT Survey

Hiring Process

Applicants for this position can expect the hiring process to follow the order below. Please note that depending on what level of role GitLab is hiring for, the hiring process and order of interviews may differ. Please keep in mind that applicants can be declined from the position at any stage of the process. To learn more about someone who may be conducting the interview, find their job title on our team page.

• Qualified candidates will be invited to schedule an initial screening with a Global Recruiter
• Next, candidates will be invited to schedule a first interview with the hiring manager the role will report to
• Next, candidates will be invited to schedule additional interviews with the Executive Business Administrator team
• Next or in parallel with the EBA team interview, candidates will be invited to complete a detailed assessment
• Next, candidates may be asked to meet with the department's People Business Partner
• Final candidates will then be invited to schedule interviews with members of the leadership team the role will be supporting

Additional details about our process can be found on our hiring page.

About GitLab

GitLab Inc. is a company based on the GitLab open-source project. GitLab is a community project to which over 2,200 people worldwide have contributed. We are an active participant in this community, trying to serve its needs and lead by example. We have one vision: everyone can contribute to all digital content, and our mission is to change all creative work from read-only to read-write so that everyone can contribute.

We value results, transparency, sharing, freedom, efficiency, self-learning, frugality, collaboration, directness, kindness, diversity, inclusion and belonging, boring solutions, and quirkiness. If these values match your personality, work ethic, and personal goals, we encourage you to visit our primer to learn more. Open source is our culture, our way of life, our story, and what makes us truly unique.

Top 10 Reasons to Work for GitLab:

1. Mission: Everyone can contribute
2. Results: Fast growth, ambitious vision
3. Flexible Work Hours: Plan your day so you are there for other people & have time for personal interests
4. Transparency: Over 2,000 webpages in GitLab handbook, GitLab Unfiltered YouTube channel
5. Iteration: Empower people to be effective & have an impact, Merge Request rate, We dogfood our own product, Directly responsible individuals
6. Diversity, Inclusion & Belonging: A focus on gender parity, Team Member Resource Groups, other initiatives
7. Collaboration: Kindness, saying thanks, intentionally organize informal communication, no ego
8. Total Rewards: Competitive market rates for compensation, Equity compensation, global benefits (inclusive of office equipment)
9. Work/Life Harmony: Flexible workday, Family and Friends days
10. Remote Done Right: One of the world's largest all-remote companies, prolific inventor of remote best practices

See our culture page for more!