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- Executive Assistant
- The EA is an assistant to the entire executive team
- Handle email in executive's name including triage.
- Prepare draft responses to emails based on experience or verbal instructions.
- Heavy calendar management
- Make changes to the handbook based on verbal instructions.
- Ensure executive's appointments are confirmed a day in advance and that the attendees have access to and are aware of the relevant materials (about.gitlab.com/primer, google doc, etc.).
- Take care of expenses.
- Take care of travel, lodging, and lunch/dinner reservations.
- Sign up for services, make changes to them, and close them.
- Coordinate internal and external events, summits, conferences and off-sites.
- Suggest more efficient processes and procedures.
- Office management related tasks.
- Get a lot of feedback on how to handle above tasks and encode them in the handbook.
- Research applicants.
- Do screening calls with applicants.
- Draft contracts.
- Stage contracts in our software.
- Take care of contract paperwork.
- Help out with Dutch translations and interactions.
- Handle paperwork for immigration related tasks.
- At least one year of support experience, preferably in a start-up environment
- Extremely well organized with a proven ability to multitask in a fast-paced environment
- Excellent communication and interpersonal skills with attention to detail
- Excellent computer skills, self starter in picking up new and complex systems
- Strong sense of urgency and efficiency
- Ability to multitask and prioritize workload
- Ability to take self-initiative and be proactive
- Ability to work in a high pressure environment
- Ability to recognize and appropriately handle highly sensitive and confidential material and information
- Easy adoption of technical tools such as a terminal and text editor
- Preferably experience in working remotely
A day in the life of…
Every day starts (in PST) with the functional group update and team call. After the team call I catch up on what’s new in Slack and go through my inbox for urgent emails. Checking the calendar for any special meetings or calls etc to see if anything needs some special attention or confirmation. When all the urgent things are handled I go through the meeting requests I’ve gotten in my inbox and make an overview of what meeting could fit in the puzzle that is the calendar and reply with my suggestions. I go through the inbox of the CEO and prioritize what email should get a response that day or what should be dealt with but can wait a little longer.
Since we’re all remote and in different timezones, keeping an eye on Slack can be amusing in our #random channel and I have enough time to step out for lunch or go to the gym at any time that works for me.
In the afternoons I go through my to-do list, make some updates to our handbook and order some items that are needed. Also I check on some marketing material that is being prepared by other partners who we’ve interviewed with and schedule new applicant interviews for their final call with our CEO. I check in with people and partners I haven’t heard from in a while and at the end of the day I take some time to send out swag to a few contributors that are dying to brighten up their laptop with our sticker.