Job Description

Summary

The purpose of this position is to support the travel and convening services of the Wikimedia Foundation. This position resides on the Travel & Convening team and will report directly to the Travel & Convening Manager who reports to the Controller. This role is for the administrative professional who can build positive relationships and service delivery by being able to prioritize, hold confidentiality, exercise professional judgement, anticipate needs, deliver professional communications and support with accuracy and confidence. This person must be able to learn new software as well as bring problem solving and a ‘can-do’ attitude to the job. This role will work across time zones in a global environment. The right person will be intuitive, have creative problem solving skills, ability to adjust to differing styles, desire and ability to work with a small close-knit team and enjoy providing excellent service and support. 

You are responsible for:

• Provide administrative/travel support for individual/group travel services within the Travel & Convening team.
• Provide administrative solutions, employ direct communication and quality support at all times
• Build positive working relationships with local and remote staff, contractors and volunteer community members through professional, concise communication
• Create and manage org-wide spreadsheets with accuracy and within deadlines
• Learn and follow contract workflow process using organizational tracking software
• Prepare multiple large expense reconciliations and reports with back-up documentation on a monthly basis
• Work within a values-based organization committed to prudent passionate organizational goals
• Assist the identified department leads to solicit onsite logistics, support guidelines and ensure they are aligned with contractual obligations  
• Provide research and sourcing assistance for hotels and venues worldwide
• Manage contract process using tracking software
• Learn and edit the group travel documentation pages on the office wiki
• Track group approval status, including changes to ensure compliance with accounting requirements
• Communicate travel booking deadlines/offsite information to staff and volunteer attendees
• Prepare rooming lists, communicate and track changes with hotels
• Prepare and publish group travel manifests
• Review, reconcile and route hotel/venue invoices
• Track/follow up on deposits/payments with contracted venues and hotels
• Assist in tracking and reporting group travel metrics
• Assist in creating offsite/group attendee surveys for both staff and volunteers.
• Special projects as assigned in relation to travel and convening services

Skills and Experience:

• 2-5 years of administrative support with increasing responsibility
• Demonstrated technical aptitude and savvy, ability to adjust, learn and use new and different software to deliver on a variety of support responsibilities
• Excellent verbal and written communication and interpersonal skills
• Excellent organization and planning skills
• Hold confidentiality and ability to work with sensitive matters and information
• Ability to learn new tracking and wiki publishing software
• Demonstrated ability in anticipating needs and providing solutions in administrative and logistical setting
• Experience and flexibility to work with all levels of staff including a wide range of diversity and talent
• Ability to learn, adapt and thrive in changing, responsive service environment
• Desire to produce quality work in a service-oriented environment with passionate staff and community

Qualities that are important to us:

• Open, flexible, and succinct communication style
• Creativity, resourcefulness and accuracy in problem solving
• Ability to learn and take instruction on individual/group travel booking 
• Proficiency with GSuite software
• Experience with detail and accuracy inherent in performing and supporting travel and convening services
• Internal motivation and high standards
• Accounting and reconciliation experience

Additionally, we’d love it if you have:

• Experience with booking airfare, hotels
• Experience in virtual, hybrid, in person event planning
• Personal or professional international travel experience  
• International time zone and virtual community experience

About the Wikimedia Foundation

The Wikimedia Foundation is the nonprofit organization that operates Wikipedia and the other Wikimedia free knowledge projects. Our vision is a world in which every single human can freely share in the sum of all knowledge. We believe that everyone has the potential to contribute something to our shared knowledge, and that everyone should be able to access that knowledge freely. We host Wikipedia and the Wikimedia projects, build software experiences for reading, contributing, and sharing Wikimedia content, support the volunteer communities and partners who make Wikimedia possible, and advocate for policies that enable Wikimedia and free knowledge to thrive.

The Wikimedia Foundation is a charitable, not-for-profit organization that relies on donations. We receive donations from millions of individuals around the world, with an average donation of about $15. We also receive donations through institutional grants and gifts. The Wikimedia Foundation is a United States 501(c)(3) tax-exempt organization with offices in San Francisco, California, USA.

As an equal opportunity employer, the Wikimedia Foundation values having a diverse workforce and continuously strives to maintain an inclusive and equitable workplace. We encourage people with a diverse range of backgrounds to apply. We do not discriminate against any person based upon their race, traits historically associated with race, religion, color, national origin, sex, pregnancy or related medical conditions, parental status, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, or any other legally protected characteristics.

If you are a qualified applicant requiring assistance or an accommodation to complete any step of the application process due to a disability, you may contact us at

re********@wi*******.org











or (415) 839-6885.

More information

Wikimedia Foundation
Applicant Privacy Policy
News from across the Wikimedia movement
Wikimedia 2030
Our Commitment to Equity
This is Wikimedia Foundation
Facts Matter
Our Projects
Our Tech Stack

How to Apply

Job Categories: Equal Opportunities. Job Types: Temporary.

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