Executive Assistant

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

📋 Description

• Assist the VP of Business Systems, VP of Support, and VP of Data with scheduling, logistics, communication, and daily operations to ensure that priorities remain on track and follow-through is evident.

• Oversee intricate calendars by evaluating requests, prioritizing meetings, proactively managing calendar conflicts, suggesting tradeoffs, ensuring proper spacing between meetings and breaks, and aligning schedules with GitLab’s meeting standards to protect time for the most impactful work.

• Create comprehensive agendas based on high-level meeting descriptions and linked resources to prepare leaders for internal and external meetings with the necessary context and decisions.

• Maintain consistent communication rhythms with both leaders and proactively highlight items that require review, decisions, or escalation to ensure urgent matters are addressed promptly.

• Monitor updates from direct reports, functional colleagues, and cross-functional partners to provide leaders with clear visibility into progress, dependencies, and upcoming deliverables.

• Arrange travel, including air and ground transportation, hotel accommodations, visas, security requirements, and supporting documentation to ensure plans are accurate and readily available when needed.

• Handle expense reports, track reimbursements, and manage administrative workflows with precision and promptness to keep expenses 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

• Experience supporting senior executives with complex calendars, travel arrangements, expenses, and adapting to shifting priorities across various workstreams.

• Proven experience in a technology-driven environment.

• Capability to foresee needs, identify potential risks early, and manage tasks independently in a fully remote, rapidly evolving company.

• Proficient in handling sensitive and confidential information while maintaining accurate schedules, documentation, and administrative processes.

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

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

• Skill in synthesizing information from various sources into useful agendas, summaries, trackers, and preparation materials for leadership decisions.

• Experience working collaboratively across functions and with individuals from diverse backgrounds; transferable experience from administrative support, project coordination, or related operational roles is also encouraged.

🏝️ Benefits

• Benefits designed to support your health, financial stability, 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.