Executive Business Administrators (EBAs)

Intro

This page details processes and general guidelines specific to the Executive Business Administrators (EBAs) at GitLab. The page is intended to be helpful, feel free to deviate from it and update this page if you think it makes sense.

Executive Business Administrator Team

Current executive support alignments can be found in the EBA Team Directory.

You can also find an executive’s EBA by clicking on their Slack profile and scrolling down to People > Executive Support.

Contact us

Please reach out to us via DM in Slack if you’d like to connect.

Meeting request requirements

If you would like to schedule a meeting with a Leader at GitLab, please slack the appropriate EBA with the following information:

1. Must have/optional attendees
2. Meeting type: internal prep, client facing/customer, prospective customer, etc
3. Urgency/ Desired timeframe: in the next two days, in the next week or two, etc
4. Duration: 25 mins, 50 mins, etc.
5. Subject of the meeting
6. Provide context: include a link to the agenda doc and provide context in the document so that the EBA can adequately understand and prioritize your meeting with E-Group. The google doc is required to be included in the calendar invite. If you’re requesting the meeting, it is your responsibility to prepare the agenda document.

Customer, Prospect and Partner Meetings with an E-Group Member

Please follow the instructions above for scheduling a call with your customer, prospect or partner and an E-Group member at GitLab. Meetings with customers, partners and prospects require the following documents in order to schedule:

1. Glean Executive Meeting Request & Briefing Document should be used for all meetings with Customers, Prospects, or Partners and provided to the EA at the time of the meeting request. Select file > Submit via glean agent. Please ensure you review and amend the document to reflect the purpose and primary focus of the meeting. The final product should be no longer than 3-4 pages. If you have any questions related to this process, please ping the Executive Business Administrator Team in slack. Optionally you may use the Executive Meeting Request & Briefing Document.
2. For meetings with any E-Group member, please complete the briefing document and submit your request in #egroup-customer-meetings using the workflow in the channel.
3. For in-person customer meetings, please coordinate with the respective EBAs on aligning all visit details. If the requested GitLab Executive does not have an EBA, please work with them directly.

External Events & Speaking Engagement

1. If you have a request for a member of E-Group to attend and speak at an event (keynote, panel, fireside chat, etc.), please fill out the Executive External Event Brief with the key information and email to the EBA supporting the Executive with your request. The EBA will review, provide feedback, and gain approval accordingly and confirm directly with you. If the request involves the CEO, please follow the process outlined here. The EBA to the CEO will gain approval from the function head of the requestor on whether the CEO will attend or not. Whether a new talk needs to be prepared or an existing one can be adjusted to the audience should be a part of the decision whether or not to participate in the event.
2. In-Person Event Meeting Template

Interview Requests with Executives

The process outlined below should be followed for requesting interviews with any executives. The Candidate Experience team and Executive Business Administrator team will adhere to a 24 hour working day SLA response time for scheduling interviews. Hiring is a top priority at GitLab and the team should prioritize interview requests.

1. The CES team will Slack the aligned EBA with all the required details for the interview
   • Executive needing to be scheduled
   • Length of Interview
   • Any special timeframes
   • Candidate Greenhouse link
2. Within the message, the CES team will include a copy and pasted view of the candidates availability with the timezone specified
3. The EBA can either:
   • Provide the time and zoom link (if applicable) to the CES in the thread of the message to have the CES schedule within Greenhouse and send the confirmation email
   • Navigate to Greenhouse to schedule the interview and then notify the CES team in the thread that the interview has been scheduled and the confirmation is ready to be sent. CEO and CRO scheduling is the exception and handled by the EBA to the CEO and CRO. Confirmations are sent directly from the EBA.
4. The CES team will follow up, as necessary if no response has been received from the EBA within the 24 working day business hours

Company mail (Stable Mail)

GitLab uses Stable, an enterprise mail-scanning and forwarding service, for domestic mail sent to our registered San Francisco business address. Stable picks up mail from our UPS Store box, digitizes incoming mail, and enables secure routing, forwarding, or shredding of physical mail.

All operating details, routing rules, license allocations, team recipients, and pricing are maintained in the GitLab Domestic Enterprise Mail Service SOP (internal).

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