Executive Business Administrator

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About the role

Executive Business Administrator's at GitLab toggle seamlessly between various systems including G-Suite, Slack, Expensify, Zoom and GitLab to accomplish an array of tasks, while staying focused on prioritization and escalating urgent issues. We’re searching for a self-driven, collaborative, and agile team member who is experienced in managing multiple priorities, juggling various responsibilities, and anticipating executives’ needs. The ideal candidate will be exceptionally organized personally and enjoys organizing for others, has a deep love of logistics and thrives in a dynamic start-up environment.

Intermediate Executive Business Administrator

Responsibilities

• Support our Executive Leadership Team in EST - PST 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
• Attend team staff meetings, track agenda and assist Executive to keep team on course
• Provide general project support as needed including ad-hoc reporting
• Provide coverage for other E-Group EBA's

Requirements

• Minimum of 3 years of executive administration supporting more than one executive
• 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 Suite, Zoom, Slack, and Expensify
• 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 EBA's across the organization
• An orientation towards team success
• Successful completion of a background check.

Senior Executive Business Administrator

Responsibilities

• Support C-Suite members of our Executive Leadership Group in PT, CT, and ET time-zones
• Own and proactively manage a complex, changing, high-volume calendar across multiple time-zones. 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
• Provide coverage for other Sr. E-Group EBA's
• 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 (adhoc tasks)

Requirements

• Minimum 5 years supporting a C-Level Executive(s) as an executive business partner or Sr. EA at a quickly-scaling 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 Suite, Zoom, Slack and Expensify 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
• 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

Executive Business Administrator, Manager

Responsibilities

• Support our Chief Executive Officer and Chief Financial Officer in PT time-zone with supplemental back-up support to our Executive Leadership Group in PT, CT and ET time-zones.
• Own and proactively manage a complex, changing, high-volume calendar across multiple time-zones. Ensure CEO and CFO are prepped for every meeting
• Make recommendations for the CEO and CFO with regard to their time management, prioritization, delegation and organization
• Leading, expanding, and mentoring the Administrative team by setting the strategy and prioritizing GitLab’s Objectives and Key Results (OKRs); hiring, training, and developing a world-class team
• Maintain the health of the EA organization, including hiring, on-boarding, training and development, and capacity planning
• Act as a liaison, problem solver, and facilitator as the first contact for the CEO
• Seamlessly coordinate extensive domestic and international travel including air and ground transportation, hotel reservations, security, visas and other travel documentation. Accompanying the CEO when necessary.
• Create and implement systems to elevate efficiency and effectiveness of administrative processes
• 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 quarterly E-Group team off-sites, team building activities and company kick-offs as needed
• Serves as the CEO/CFO’s administrative liaison to the Board of Directors and manages Board activities, which include coordinating quarterly Board meetings and lunches and compiling, assembling, and distributing Board meeting materials
• Coordinates Executive, Finance, Governance & Nominating, and Audit Committee meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the CEO/CFO’s agenda
• Assist the full life cycle of recruiting including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding of new hires
• Draft internal and external communications on behalf of CEO and CFO
• Compile receipts to submit timely and accurate expense reports on a monthly basis
• Provide coverage for other Sr. E-Group EBA’s
• Run and lead special projects upon request
• Must be able to work flexible hours to support international business meetings
• Other duties as assigned in support of the business (adhoc tasks)

Requirements

• Minimum 5 years supporting a C-Level Executive(s) as an Executive Business Administrator or Sr. Executive Assistant at a quickly-scaling company
• Minimum 2 years experience managing a team
• 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 Suite, Zoom, Slack, and Expensify 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 EA’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
• Experience in a start-up environment preferred
• Experience working remotely preferred
• A passion for GitLab
• A sincere willingness to help out

Performance Indicator

• Leadership SAT Survey

Apply

Please note that if we are actively hiring for a position, you will see it listed on our jobs page, where all of our current openings are advertised. To apply, please click on the name of the role you are interested in, which will take you to our applicant tracking system (ATS), Greenhouse.

Avoid the confidence gap; you do not have to match all the listed requirements exactly to apply. Our hiring process is described in more detail in our hiring handbook.

About GitLab

GitLab Inc. is a company based on the GitLab open-source project. GitLab is a community project to which over 1,000 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, frugality, collaboration, directness, kindness, diversity and inclusion, 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. Work with helpful, kind, motivated, and talented people.
2. Work remote so you have no commute and are free to travel and move.
3. Have flexible work hours so you are there for other people and free to plan the day how you like.
4. Everyone works remote, but you don't feel remote. We don't have a head office, so you're not in a satellite office.
5. Work on open source software so you can interact with a large community and can show your work.
6. Work on a product you use every day: we drink our own wine.
7. Work on a product used by lots of people that care about what you do.
8. As a company we contribute more than we take, most of our work is released as the open source GitLab CE.
9. Focused on results, not on long hours, so that you can have a life and don't burn out.
10. Open internal processes: know what you're getting in to and be assured we're thoughtful and effective.

See our culture page for more!

Work remotely from anywhere in the world. Curious to see what that looks like? Check out our remote manifesto.