Senior Executive Business Administrator

Description:

• Executive Business Administrators (EBAs) at GitLab toggle seamlessly between various systems, including Google Workspace, Slack, Navan, Zoom, and GitLab, to accomplish a wide range 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 public-company environment.
• Support and work closely with GitLab's Chief Information Officer
• Partner closely with other EBAs within the organization
• Manage complex calendars including vetting, prioritizing and providing recommendations while taking direction from leaders. Aligns to GitLab meeting norms and practices.
• Transform high-level meeting descriptions and content links into comprehensive agendas, ensuring CIO preparedness for both self-organized meetings and those hosted by other stakeholders.
• Maintain constant communication throughout the week with regular formal check-ins at least once weekly.
• Proactively flag items requiring CIO attention or input before they become urgent.
• Monitor direct reports' updates to agendas, trackers, and other documentation to ensure CIO visibility into team progress.
• Track expectations and deliverables from functional peers to ensure appropriate time allocation for preparation and collaboration.
• Support departmental reporting by formatting materials, sending timely reminders to contributors, and conducting scheduled walkthroughs with the CIO.
• Leverage AI tools extensively to enhance productivity, automate routine tasks, and improve information synthesis.
• 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.
• Process and submit expense reports as well as monitor reimbursements in a timely manner.
• Proactively identify potential challenges and opportunities before they arise, anticipating executive needs, flagging scheduling conflicts, preparing briefing materials for emerging issues, and creating contingency plans to ensure seamless operations.
• Partner with PeopleOps and IT to resolve any logistical needs.
• Assist the full life cycle of recruiting including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding of new hires.
• Contribute to and attend virtual and in-person team meetings and onsites by assisting with the production of materials and pre-reads, scheduling and coordination, logistics and vendor communication, budget-tracking, taking notes, and tracking action items.
• Provide coverage for other EBAs in similar roles.
• Contribute to broader EBA community by participating in EBA activities and initiatives.
• Build strong cross-functional relationships with other EBAs.
• Plan events such as team off-sites, team building activities, and company kick-offs as needed.

Requirements:

• Previous 5+ years of administrative experience supporting an Executive or as project manager of large scope; R&D experience preferred
• Previous experience at a technology company or working in support of a Information Technology team
• Successful history of managing the calendars, expenses, and travel of multiple executives
• Experience predicting, and assisting an executive’s workload
• Previous experience supporting a C-Staff Executive at a quickly-scaling or large company
• Extensive technical skills in Google Workspace, Zoom, Slack, and Navan (or other expense platforms)
• Comfort with leveraging AI tools to enhance productivity and effectiveness
• Experience supporting cross-functional collaboration and ensuring deliverables are tracked across organizational boundaries
• 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
• Ability to compile and synthesize information from multiple sources to support strategic decision-making
• 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
• Superior attention to detail
• Event coordination and creative event planning experience
• Excellent written and verbal English communication skills
• Experience in a remote start-up environment preferred
• A passion for GitLab’s mission and models CREDIT values
• A sincere willingness to help out and able to work collaboratively with EBAs across the organization

Benefits:

• Benefits to support your health, finances, and well-being
• All remote, asynchronous work environment
• Flexible Paid Time Off
• Team Member Resource Groups
• Equity Compensation & Employee Stock Purchase Plan
• Growth and development budget
• Parental leave
• Home office support