Executive Assistant

This is a fully remote position, open to applicants in United Kingdom.

📋 Description

• Assist the VP of Engineering, Security, and the VP of Engineering, AI with scheduling, logistics, communication, and daily operations to ensure priorities are met and follow-through is transparent.

• Oversee intricate calendars by evaluating requests, prioritizing meetings, proactively managing scheduling conflicts, suggesting alternatives, ensuring adequate spacing between meetings and breaks, and aligning schedules with GitLab's meeting standards to safeguard time for high-impact tasks.

• Create detailed agendas based on high-level meeting descriptions and related materials, ensuring leaders are well-prepared for both internal and external meetings with the necessary context and decisions.

• Organize and implement large-scale internal events, including organizational summits for two engineering organizations, team-level hackathons, and fast boots to support specific engineering initiatives.

• Maintain consistent communication with both leaders and proactively identify items requiring review, decisions, or escalation to ensure urgent matters are addressed promptly.

• Monitor updates from direct reports, functional peers, and cross-functional partners to provide leaders with clear insights into progress, dependencies, and upcoming deadlines.

• Manage the business rhythm for both engineering organizations, encompassing the scheduling, agenda preparation, and tracking of weekly planning and execution meetings, as well as formal engineering reviews.

• Coordinate travel arrangements, including air and ground transportation, hotel reservations, visa requirements, security needs, and supporting documentation to ensure plans are accurate and ready when required.

• Process expense reports, track reimbursements, and manage administrative workflows with precision and timeliness to ensure expenses remain current and compliant.

• Collaborate with People Operations, IT, Security, recruiting teams, and other Executive Assistants to facilitate onboarding, interview scheduling, team meetings, onsite events, and coverage across the EBA community to ensure smooth team operations.

⛳️ Requirements

• Proven experience supporting senior leaders with complex calendars, travel arrangements, expense management, and adapting to shifting priorities across multiple workstreams.

• Background in a technology environment.

• Capability to anticipate needs, recognize risks early, and manage tasks independently in a fully remote, rapidly changing company.

• Experience in handling sensitive and confidential information while maintaining accurate schedules, documentation, and administrative workflows.

• Strong written and verbal communication skills in English, with the ability to engage effectively with internal and external stakeholders.

• Familiarity with tools such as Google Workspace, Slack, Zoom, Navan, Reclaim.ai (not critical), and similar administrative or expense management platforms.

• Ability to distill information from various sources into actionable agendas, summaries, trackers, and preparation materials for leadership decisions.

• Experience in collaborating across functions and with individuals from diverse backgrounds, with relevant experience from administrative support, project coordination, or similar operational roles also valued.

🏝️ Benefits

• Comprehensive benefits to enhance your health, finances, and overall well-being

• Flexible Paid Time Off

• Team Member Resource Groups

• Equity Compensation & Employee Stock Purchase Plan

• Growth and Development Fund

• Parental leave

• Home office support