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{{Job opening status|closed}}
== WMF Job Description: Personal Assistant (PA) ==
== WMF Job Description: Personal Assistant (PA) ==


;Title
Personal Assistant (PA) to the Executive Director & Deputy Director <font color="red">[CLOSED]</font>


;Summary
'''JOB TITLE'''
The Wikimedia Foundation is the non-profit organization behind Wikipedia, the free encyclopedia and the world's fourth most-popular website. The PA's role is to support the leadership of the Wikimedia Foundation in working towards its goal: a world in which every human being can freely share in the sum of all knowledge. This position is responsible for supporting the Executive Director and the Deputy Director by proactively creating and maintaining systems to keep them organized and effective. This job requires a high level of precision and a strong orientation towards detail.


;Responsibilities
Personal Assistant (PA) to the Executive Director
* Manage the calendars of the ED and the DD: issue invitations, book meetings and triage incoming requests in accordance with ED and DD priorities. Redirect requests appropriately inside the organization. Act as first point of contact for speaking invitations.
* Filter ED's incoming calls, e-mails and paper mail.
* Prepare official correspondence such as letters of support, thank yous and invitations.
* Book travel for the ED and DD including preparation of itineraries and post-trip follow-up including expense report preparation, as well as 24/7 availability for problem-solving during trips.
* Greet and settle ED and DD guests.
* Manage ED and DD meetings as requested including preparation and distribution of agendas and other advance materials, set-up of conference rooms, preparation of refreshments, minute-taking.
* Act as the administrative contact for members of the Board of Trustees and Advisory Board; book their travel, minute-taking and correspondence preparation as requested.
* Draft monthly activity and status reports as well as staff announcements and other communications.
* Other duties as required. There is an occasional requirement for evening or weekend work, as well as twice-yearly travel.


;Required Qualifications
'''JOB PURPOSE'''
* Experience in a personal assistant role, including heavy calendaring and booking complex international travel.
* Ability to prioritize and manage multiple tasks.
* High-precision communication skills including excellent grammar, spelling and minute-taking ability.
* Must be very comfortable with office software packages and communication technologies including calendaring and travel booking systems, presentation software, instant messaging, mailing lists and wikis. We use OpenOffice, MediaWiki, Google Calendar, Google Spreadsheets and Egencia.
* Experience with open source technologies a plus.
* Non-profit experience including working with donors, foundations and boards of trustees a major plus.
* Discreet, tactful and flexible: able to gracefully support a range of visitors including Wikipedians, government officials, philanthropists, students and journalists.
* The ability to speak multiple languages is a major plus, as is experience living or working outside the United States.
* Must have high standards: must continually strive to fine-tune and improve the systems and processes supporting the Executive Director and Deputy Director, and to complete the PA's own work to a high degree of quality.


{{Job openings footer
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.
|date=February 9, 2009

|more=<br /><br />If you have a strong desire to make the world a better place, the ability to flexibly adapt to multiple environments and cultures, and are hyper-organized, detail-oriented and systematic, you may be a fit for this position. Please send us your resume, with a cover letter explaining clearly why you suit the job, and why you want it.
'''JOB SUMMARY'''
|where=

}}
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.
[[Category:Job Descriptions|{{SUBPAGENAME}}]]

[[Category:English]]
'''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.'''

Revision as of 00:26, 5 March 2013

Template:Job opening status

WMF Job Description: Personal Assistant (PA)

Title

Personal Assistant (PA) to the Executive Director & Deputy Director [CLOSED]

Summary

The Wikimedia Foundation is the non-profit organization behind Wikipedia, the free encyclopedia and the world's fourth most-popular website. The PA's role is to support the leadership of the Wikimedia Foundation in working towards its goal: a world in which every human being can freely share in the sum of all knowledge. This position is responsible for supporting the Executive Director and the Deputy Director by proactively creating and maintaining systems to keep them organized and effective. This job requires a high level of precision and a strong orientation towards detail.

Responsibilities
  • Manage the calendars of the ED and the DD: issue invitations, book meetings and triage incoming requests in accordance with ED and DD priorities. Redirect requests appropriately inside the organization. Act as first point of contact for speaking invitations.
  • Filter ED's incoming calls, e-mails and paper mail.
  • Prepare official correspondence such as letters of support, thank yous and invitations.
  • Book travel for the ED and DD including preparation of itineraries and post-trip follow-up including expense report preparation, as well as 24/7 availability for problem-solving during trips.
  • Greet and settle ED and DD guests.
  • Manage ED and DD meetings as requested including preparation and distribution of agendas and other advance materials, set-up of conference rooms, preparation of refreshments, minute-taking.
  • Act as the administrative contact for members of the Board of Trustees and Advisory Board; book their travel, minute-taking and correspondence preparation as requested.
  • Draft monthly activity and status reports as well as staff announcements and other communications.
  • Other duties as required. There is an occasional requirement for evening or weekend work, as well as twice-yearly travel.
Required Qualifications
  • Experience in a personal assistant role, including heavy calendaring and booking complex international travel.
  • Ability to prioritize and manage multiple tasks.
  • High-precision communication skills including excellent grammar, spelling and minute-taking ability.
  • Must be very comfortable with office software packages and communication technologies including calendaring and travel booking systems, presentation software, instant messaging, mailing lists and wikis. We use OpenOffice, MediaWiki, Google Calendar, Google Spreadsheets and Egencia.
  • Experience with open source technologies a plus.
  • Non-profit experience including working with donors, foundations and boards of trustees a major plus.
  • Discreet, tactful and flexible: able to gracefully support a range of visitors including Wikipedians, government officials, philanthropists, students and journalists.
  • The ability to speak multiple languages is a major plus, as is experience living or working outside the United States.
  • Must have high standards: must continually strive to fine-tune and improve the systems and processes supporting the Executive Director and Deputy Director, and to complete the PA's own work to a high degree of quality.

Template:Job openings footer