Job openings/Personal Assistant

WMF Job Description: Personal Assistant (PA)

Title

Personal Assistant (PA) to the Executive Director

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.

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.