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YOU ARE ...
... organized and dependable with a strong focus on customer service based approaches. You pay a great deal of attention to the details and are motivated to complete tasks as needed. You learn quickly and consider yourself computer savvy and would thrive in a creative, transparent and collaborative environment.
Office Assistant, Travel
Head of Office Administration
The philosophy of the administrative team is to provide internal "customer-service" support to enable staff to focus on mission-work with fewer administrative distractions. The primary role of the Office Assistant (travel) will be to support the general staff in all day-to-day activities and provide support where needed in various areas of office administration. The office assistant will need to be accessible to all staff members and know how to support their needs or route them to the correct person. The office assistant (travel) will also take the lead in planning and implementing travel plans for the WMF staff, as well as administering our travel planning system. This role will also take a key role in event planning for the Foundation, including All Staff events, holiday parties and other internal events.
General office administration: organizing, scheduling, filing, and stocking/restocking of supplies.
Attention to detail in typing and correspondence drafting.
Greet guests to office.
Answer phones and route calls.
Assist departmental assistants in coordinating travel for WMF staff and contractors.
Take point on event planning for the Foundation in coordination with the Admin team and HR team.
Tidy common areas.
Handle all incoming and outgoing correspondence such as mail and faxes.
Coordinate monthly staff lunches; ensure accurate sign ups, ordering and general cleanup.
Other duties as required.
2–4 years of office administrative assistance experience.
Exceptional verbal and written communication skills and interpersonal skills are a must.
Ability to work in an open, transparent and collaborative environment.
Ability to adapt quickly and easily to changing requirements in a fast-paced, tech based non-profit organization.
Must be able to adhere to deadlines and perform high quality work under general supervision.
Working knowledge of the wiki environment is a plus.
Excellent organizational and calendar management skills.
Solid grasp of word processing and spreadsheet programs such as OpenOffice.
Previous experience with event coordination, travel planning and travel coordination desired.
Must have a strong affinity for the Wikimedia mission.
The ability to speak multiple languages is a major plus.
Experience living or working outside of your home country is a major plus.
You must be comfortable in a highly collaborative, consensus-oriented environment.
Understanding of free culture / free software /open source is a plus.
The ideal candidate will be creative, highly motivated, and able to operate effectively in multiple cultural contexts.
Must be able to adhere to deadlines, complete projects independently and manage costs and budgets.
Experience working with online volunteers is a major plus.
Experience with use of wiki technology is a major plus.
Must be impact-oriented and mission-driven.
Strong understanding of the Internet and the forces that underpin the success of Wikipedia.
Active participation as a Wikimedia volunteer would be an asset, though not a prerequisite.
About the Wikimedia Foundation
The Wikimedia Foundation got its start in 2003 and is the non-profit organization that operates Wikipedia. Based in San Francisco, California, we currently employ over 150 staff and contractors globally. The Wikimedia Foundation is committed to creating a world in which every single human being can freely and easily share in the sum of all knowledge. Wikipedia and the other projects operated by the Wikimedia Foundation receive nearly 500 million unique visitors per month, making them the 5th most popular web property worldwide. Wikipedia is available in more than 280 languages, containing more than 45 million articles contributed by a global volunteer community of over 100,000 people. In an effort to continue our mission, we are hiring talented and creative individuals to join the team.