Executive Business Administrator, Security

This position is 100% remote and will be located in the US or Canada in the Eastern or Central Time Zone. 

An overview of this role

Executive Business Administrators (EBAs) at GitLab toggle seamlessly between various systems including Google Workspace, Slack, Navan, Zoom, and GitLab to accomplish an array 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.

What you'll do 

• Support our VP of Product Security and SecOps and VP of Security Operations and Trust & Safety
• Partner closely with our CISO’s EBA and 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 VP 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 VP attention or input before they become urgent
• Monitor direct reports' updates to agendas, trackers, and other documentation to ensure VP 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 VP
• 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
• Partner with PeopleOps, IT and Security 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

What you'll bring 

• Previous 2+ 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 cybersecurity team
• Successful history of managing the calendars, expenses, and travel of multiple executives
• Experience predicting, and assisting an executive’s workload
• 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

How GitLab will support you

• 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