Job openings/Personal Assistant

WMF Job Description: Personal Assistant (PA)

JOB TITLE

Personal Assistant (PA) to the Executive Director

JOB PURPOSE

The primary purpose of this role is to support the Executive Director (ED) in all required day-to-day activities including scheduling, booking travel, drafting correspondence, coordination of meetings, and other duties as required.

JOB SUMMARY

This position is responsible for supporting the Executive Director (ED) in a variety of tasks, and will represent the Foundation at all times in a professional and confidential manner.

Responsibilities:

• Manage the calendar of the ED on a daily basis by coordinating schedules, booking meetings, and juggling multiple priorities. Take minutes as required during meetings;
• Act as the point contact for members of the Board of Trustees , and assist with as requested;
• Maintain confidential files for ED, and provide support for all scheduled meetings;
• Book travel for the ED, manage itineraries and changes, as well as other related arrangements;
• Filter ED’s incoming calls, e-mails and handle all correspondence such as mail and faxes;
• Draft and edit correspondence, reports to the Board of Directors, staff announcements, and other communications for the ED as required;
• Handle all expense reports, receipt management, invoices as they relate to the ED’s business activities;
• Compile research reports, statistics and other informational packages as requested on behalf of the ED;
• Assist in providing support during the fundraising drive – help to manage activities as requested by the ED;
• Arrange bookings for boardrooms and conference rooms, prepare packages of materials, secure and set up equipment, arrange other logistical elements;
• Other duties as required.

REQUIRED QUALIFICATIONS

• Understanding of, and sympathy with, the mission and goals of the Wikimedia Foundation;
• Minimum of 3-5 years’ experience in a personal assistant capacity;
• Highly proficient with various office software packages, particularly open-source applications such as NeoOffice;
• Comfortable and proficient using a wide range of communications technologies such as e-mail, IM, IRC, wikis, etc.
• Very strong verbal and written communication skills;
• Excellent multi-tasking abilities;
• Articulate, diplomatic and responsive;
• High level of discretion required when dealing in confidential matters;
• Strong organizational savvy;
• The ability to speak multiple languages is a major plus;
• Experience living or working outside the United States is a major plus;
• You must be comfortable in a highly collaborative, consensus-oriented environment.

ABOUT WMF

The Wikimedia Foundation, Inc. is a nonprofit charitable corporation. It is fully audited and has 501(c)(3) tax exempt status in the United States. The mission of the Wikimedia Foundation is to empower and engage people around the world to collect and develop educational content under a free license or in the public domain, and to disseminate it effectively and globally. The Wikimedia Foundation operates some of the largest collaboratively edited reference projects in the world, including Wikipedia, one of the 10 most-visited websites in the world.

TO APPLY

Please send a CV and cover letter to jobs@wikimedia.org, before October 31, 2007. Please put the position title in your subjectline.

Applications that do not include a cover letter will not be considered.

Please copy and paste the text of your CV into the e-mail, in addition to attaching the file.

Due to the volume of applications we receive, we regret that only those selected for an interview will be contacted.

This position is based in our San Francisco headquarters. If you are not currently living in the San Francisco Bay Area, please make that clear in your cover letter.