Executive Assistant (United Kingdom)

GitLab

1mo ago

Job
Full-time
Mid & Senior Level
People, HR & Administration
United Kingdom, +15
Remote
Quick Apply

AI generated summary

You need experience supporting senior leaders, managing complex tasks in tech, strong communication skills, tool proficiency, and ability to handle confidential info and collaborate across functions.
You will manage calendars, prepare meeting agendas, coordinate events, track project updates, handle travel arrangements, process expenses, and support cross-team operations.

Requirements

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.

Responsibilities

Support the VP of Engineering, Security and VP of Engineering, AI 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.
Coordinate and execute large-scale internal events, including organizational summits for two engineering orgs, as well as team-level hackathons and fastboots to support specific engineering projects.
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.
Manage the rhythm of business for both engineering organizations, including the scheduling, agenda preparation, and tracking of weekly planning and execution meetings and formal engineering reviews.
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.

FAQs

Do we support remote work?

Yes, GitLab offers fully remote opportunities for this position.

What are the primary responsibilities of the Executive Assistant?

The Executive Assistant will support the VP of Engineering, Security, and the VP of Engineering, AI by managing complex calendars, logistics, communication, event coordination, and ensuring that priorities and follow-through stay clear and organized.

Is experience in a technology environment required?

Yes, experience working in a technology environment is preferred for this role.

What tools will I need to be comfortable using?

Familiarity with tools such as Google Workspace, Slack, Zoom, Navan, and Reclaim.ai (not critical) is required to perform effectively in this role.

Will I have to handle sensitive information?

Yes, the position involves handling sensitive and confidential information while maintaining accurate schedules and administrative workflows.

What kind of schedule management will be required?

The Executive Assistant will manage complex calendars, prioritize meetings, handle scheduling conflicts, and ensure time is allocated for high-impact work.

How does GitLab support employee well-being?

GitLab offers benefits that support health, finances, and well-being, including flexible paid time off, a Growth and Development Fund, parental leave, and home office support.

Are there opportunities for career growth in this position?

Yes, GitLab encourages career acceleration and provides resources and support for professional development.

Do I need to meet every qualification to apply?

No, GitLab welcomes candidates with varying levels of experience and encourages applicants from underrepresented groups even if they do not meet every single requirement.

How does GitLab approach diversity and inclusion?

GitLab is committed to being an equal opportunity workplace and does not tolerate discrimination or harassment based on race, gender, age, disability, or any other protected characteristic.

GitLab

Build software faster. The DevSecOps Platform enables your entire org to collaborate around your code. We're hiring.

Technology

Industry

1001-5000

Employees

2014

Founded Year

Mission & Purpose

GitLab is a complete DevOps platform, delivered as a single application, fundamentally changing the way Development, Security, and Ops teams collaborate and build software. From idea to production, GitLab helps teams improve cycle time from weeks to minutes, reduce development costs and time to market while increasing developer productivity. We're the world's largest all-remote company with team members located in more than 65 countries. As part of the GitLab team, you can work from anywhere with good internet. You'll have the freedom to contribute when and where you do your best work.