Executive Assistant

Role Description

As an Executive Assistant, you will help the VP of Business Systems, VP of Support, and VP of Data stay focused on the highest-impact work. This role creates leverage by bringing structure to fast-moving priorities, managing critical logistics, and making sure information, next steps, and follow-through stay on track in a dynamic, all-remote environment. You will work closely with these three executives while partnering closely with a broader network of Executive Assistants across GitLab.

This is a strong fit if you enjoy turning ambiguity into clarity, using tools and systems to keep work moving, and anticipating needs before they become urgent. In your first year, you'll build strong working relationships, create reliable operating rhythms for each executive, and improve calendar management, travel coordination, reporting, meeting planning, recruiting coordination, and team logistics. You will also use AI tools to streamline routine work and improve information synthesis so the VPs can make better choices, faster.

What you’ll do

• Support the VP of Business Systems, VP of Support, and VP of Data across scheduling, logistics, communication, and day-to-day execution so priorities stay on track and follow-through is clear.
• Manage complex calendars by vetting requests, prioritizing meetings, proactively managing conflicting calendar times, recommending tradeoffs, ensuring appropriate spacing between meetings and breaks, and aligning schedules with GitLab meeting norms and practices to protect time for highest-impact work.
• Prepare complete agendas from high-level meeting descriptions and linked materials so leaders are ready for internal and external meetings with the right context and decisions.
• Maintain regular communication cadences with both leaders and proactively flag items that need review, decisions, or escalation so urgent issues are surfaced on time.
• Track updates from direct reports, functional peers, and cross-functional partners so leaders have clear visibility into progress, dependencies, and upcoming deliverables.
• Coordinate travel, including air and ground transportation, hotel bookings, visas, security-related needs, and supporting documentation so plans are accurate and ready when needed.
• Process expense reports, monitor reimbursements, and handle administrative workflows with accuracy and timeliness so expenses stay current and compliant.
• Partner with People Operations, IT, Security, recruiting teams, and other Executive Assistants to support onboarding, interview scheduling, team meetings, onsites, event planning, and coverage across the EBA community so team operations run smoothly.

Qualifications

• Experience supporting senior leaders with complex calendars, travel, expenses, and shifting priorities across multiple workstreams.
• Experience working in a technology environment.
• Ability to anticipate needs, identify risks early, and manage work independently in an all-remote, fast-changing company.
• Experience handling sensitive and confidential information while maintaining accurate schedules, documentation, and administrative workflows.
• Clear written and verbal communication skills in English, with the ability to work effectively with internal and external stakeholders.
• Comfort using tools such as Google Workspace, Slack, Zoom, Navan, Reclaim.ai (not critical), and similar administrative or expense platforms.
• Ability to synthesize information from multiple sources into useful agendas, summaries, trackers, and preparation materials for leadership decisions.
• Experience collaborating across functions and with people from different backgrounds, with transferable experience from administrative support, project coordination, or related operational roles also welcomed.

Benefits

• Flexible Paid Time Off
• Team Member Resource Groups
• Equity Compensation & Employee Stock Purchase Plan
• Growth and Development Fund
• Parental leave
• Home office support