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The Wikimedia Foundation is... ...the nonprofit organization that supports 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...
Summary
The Wikimedia Foundation is looking for an Administrative Associate to join our team on a part-time contractual basis, reporting to the Chief Talent & Culture Officer. This will be a part-time year-long contract role at 20 hours a week. As the Administrative Associate, you will manage the schedules of identified leaders in the Talent & Culture (T&C) department and work with other administrative staff members across the organization to prioritize scheduling and meetings. You will handle calendaring requests across many time zones, and administrative requests, such as: reconciling credit cards, and contract processing.
You are responsible for:
Support hiring managers with orientation/onboarding/offboarding as needed.
Calendering, scheduling, meeting management for cross-departmental meetings across time zones.
Expense report & reimbursement management for department C-Level
Coordinate and provide guidance regarding business operations, swag, event inquiries
Enter, support, and track business arrangements on behalf of budget owners
Oversee usage of department credit cards and complete monthly credit reconciliations for the department and C-level credit cards.
Provide support for convenings both in-person and virtual. Partner with the Travel & Convening team on an as-needed basis.
Support note-taking, and publication on the wiki for T&C as assigned
Documentation on an as needed basis for department officewikis
Prepare presentation decks, spreadsheets, documents, meeting agendas
Provide cross-departmental backup coverage for other administrative professionals when they are out
Staff enrichment coordination (celebrations, sympathy baskets, etc)
Ad-hoc tasks as assigned
Skills and Experience:
Experience coordinating senior level schedules across time zones in a global work environment
Experience actively engaging with productive logistical support
Ability to communicate and determine a path forward when time constraints are in play
Superior expertise with Google calendar and intermediate level with GSuite software
Qualities that are important to us:
Open, flexible, and succinct communication style
Creativity, resourcefulness and accuracy in problem solving
Ability to thrive in an administrative and logistically rich environment
Additionally, we’d love it if you have:
Wiki editing experience
Ability to travel
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.
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