Administrative Associate

Wikimedia Foundation
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Wikimedia Foundation is seeking an experienced Administrative Associate who will support our Technology and Product Chiefs. The experienced support professional will provide effective scheduling for two chiefs with teams in many different time zones, work with program managers to deliver effective weekly team lead meetings, provide scribe note taking, as well as support contract data entry, information gathering, expense reimbursements, and credit card reconciliation. This position will support team planning for small to medium team off-sites, securing catering, meeting space, and communicating logistics. This position will work with other administrative staff and internal travel agents to support the CPO and the CTO. Our support professionals do not provide personal executive support. For the right candidate, this position can be remote in the central or eastern domestic United States. This role will adjust working hours to meet global time zones and meetings and could have some international travel annually. The successful candidate exhibits responsiveness, accuracy, attention to detail, anticipates needs and is a problem solver.

*Please note that this is a remote, full time role that can be based anywhere in the United States. This position will require domestic and international travel 4-6 times per year*

We’d like you to do this:

Manage two executive calendars and assigned scheduling
Prepare expense reconciliation and credit card documentation
Write, edit and publish correspondence, wiki announcements, and various product & technical meeting notes
Manage meetings, equipment needs, trainings, and small events, as well as contribute to larger organizational events
Coordinate staff travel and approvals with the Travel team
Coordinate and support off-site event and meeting planning
Coordinate staff, volunteer, contractor on-boarding, training schedule, and off-boarding
Communicate effectively on all levels to assure services and needs being met and managed
Contribute effectively and work as a team within engineering admin and larger administrative team
Commitment to learning and applying new tools and systems to meet team and organizational goals
Ability to work on administrative assignments and projects covering a wide range of coordination, communication and logistical support handled within support services.

We’d like you to have:

5+ years of demonstrated full-time employment performing relevant support work in like-kind team/organization
2+ years supporting teams in a high tech environment, engineering teams preferred
BA/BS degree, or certificate, AA and vocational experience demonstrating successful experience
Technical Skills: Technically savvy, able to use and troubleshoot administrative programs & systems. Demonstrates proficiency by quickly learning new technology and easily acquiring new technical skills.
Judgement: Understands policy and controls and quickly refers problems/issues to the appropriate person(s). Ability to ask for help and seek advice.
Team Player: Works as a competent, collaborative member of the team, and willingly provides back -up support for co-workers and contributes to team development. Coach-ability and learner.
Adaptability: Must be flexible, Demonstrates the ability to take direction, coordinate multiple projects, and manage conflicting priorities without loss of composure.
Service: Experience in roles that draw upon the need to support and lead, participate and contribute, and work collaboratively and independently. Employs a strong sense of self to work and thrive in delivering support services.
Organization: Excellent organizational skills & constant attention to detail. These skills are critical in the management of schedules, international time zones, and meeting and team activity support.
Communication: Possess strong written & verbal communication skills. Produces proofed, effective, accurate, communications.
Pro-activeness: Ability to solve administrative and logistical problems by offering and implementing recommendations. Uses analytical skills and a broad understanding of responsibilities to effectively interpret needs and resolve issues. Demonstrates the ability to foresee problems and prevent them by taking action, working with the team, while prioritizing work that meets needs.
Experienced with the full Google suite of products with curiosity to learn and utilize open source software and wiki text for publication on internal wiki.
Demonstrated ability to research, learn and ask questions to support product and tech deployment chiefs, and and their team lead meetings and notes.

The Wikimedia Foundation is…

…the nonprofit organization that hosts and 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, free of interference. We host 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 financial support 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.

The Wikimedia Foundation is an equal opportunity employer, and we encourage people with a diverse range of backgrounds to apply.