Executive Assistant to the President & CEO

About GitLab Foundation

The GitLab Foundation is supporting people to grow their lifetime earnings through education, training, access to employment, and systems change on a global scale. We have an ambitious impact target of driving over $100 in lifetime earnings increases per dollar we spend as a foundation, so that at least one million more people can afford a better life.

The GitLab Foundation is an independent private foundation, associated with GitLab, Inc. You can learn more about GitLab Foundation by viewing our website and public Handbook.

The Team

We are building a talented, diverse group of leaders to work in a highly collaborative start-up environment as we develop our organization and launch our early investments. We believe that a diversity of backgrounds and experiences will help us create the strongest team possible, and that our team should include members from philanthropy, front-line nonprofits, the private sector, research institutions, and beyond. We are striving to build a culture of respect, curiosity, transparency, compassion, experimentation, debate, rigor, and a bias for action through our organizational values.

Your Role

The Executive Assistant to the President & CEO is an essential force in amplifying the CEO’s impact, serving as a highly engaged and proactive support across calendar management, meeting preparation, communications, and special projects. This role, which reports directly to the CEO, is ideal for a driven, ambitious professional seeking a fast-paced environment to make a substantial contribution and learn directly from executive leadership. Positioned as a stepping-stone role, it offers high exposure and growth potential, making it ideal for a hungry go-getter looking to springboard their career into further executive support, programmatic, or operational roles.

Key Responsibilities

• Calendar & Scheduling Management: Oversee the CEO’s calendar, schedule meetings across multiple time zones, prevent conflicts, protect CEO time, and ensure she is adequately prepared with timely reminders.
• Meeting Preparation & Coordination: Create agendas, prepare briefing materials, confirm attendee availability, provide technical support, and ensure documents are ready for all CEO meetings with internal and external stakeholders. Track post-meeting action items, send reminders, and draft follow-up communications to ensure decisions are implemented and tasks are completed.
• Event Planning: Coordinate special events and engagements, including donor events and community gatherings, handling logistics, guest lists, and communications.
• Travel Coordination: Arrange complex travel itineraries, including flights, accommodations, logistics, and on-the-ground support, ensuring integration with the CEO’s schedule and foundation priorities.
• Research and Briefing: Prepare background research and briefings for meetings and events, providing the CEO with relevant insights and updates.
• Expense Management: Track and submit the CEO’s expenses and reimbursements, ensuring timely reporting and compliance with organizational policies.
• Executive Correspondence & Communication: Serve as the point of contact for the CEO's external communications, managing correspondence, drafting emails, and ensuring timely responses. Support the CEO’s social media presence, as requested.
• Handbook Maintenance: Support the CEO in maintaining and expanding the “Our Foundation” section of the GitLab Foundation Handbook, ensuring up-to-date, complete information, proactively suggesting areas for improvement, drafting content, and soliciting feedback from internal and external stakeholders.
• CEO Shadow Program Support: Handle the logistics, scheduling, and communication for the CEO Shadow Program, ensuring smooth execution and alignment with the CEO’s schedule and program goals.
• Special Projects: Support the CEO on special projects, including managing cross-functional work efforts, tracking deliverables, and maintaining project timelines.

Desired Knowledge, Skills, Experience and Personal Attributes

• 5+ years of proven experience in a complex administrative role, preferably supporting senior leadership in a nonprofit or corporate setting.
• Strong organizational skills and the ability to manage multiple priorities simultaneously in a fast-paced, results-focused environment.
• Proficient in remote work tools and platforms (e.g., Zoom, Notion, Slack, Google Workspace, and other project management tools).
• Proficient in leveraging AI technologies to enhance productivity, streamline work, and support strategic initiatives.
• Able to handle confidential information with integrity and discretion.
• Excellent written and verbal communication skills, with high attention to detail.
• Strong relationship-building and consultation skills; collaborative and adaptable
• Comfortable with giving and receiving feedback for improvement
• Experience with agile ways of working is a plus
• Video/audio editing skills with tools such as iMovie are a plus
• Demonstrated mission- and impact-orientation