Executive Assistant to General Counsel

Wikimedia Foundation
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Wikimedia envisions a world where the sum total of human knowledge is available to everyone.

The Wikimedia Foundation, the San Francisco-based nonprofit home of Wikipedia, Wikimedia Commons, and other free educational projects, serves as the hub of a global movement of hundreds of thousands of contributors collaborating to collect and share the sum of all human knowledge with the world. Wikipedia, the most prominent of the Wikimedia projects, comprises some 48 million articles in nearly 300 languages and is viewed more than 15 billion times each month from around the world.

During a pivotal time of change, the Wikimedia Foundation seeks an Executive Assistant (EA) to the General Counsel (GC). A newly created role, The EA to the GC is a vital role in the Wikimedia Foundation. Reporting to the GC, you will take a strategic approach and initiative to keep the department running smoothly. You have an impeccable attention to detail, a love for making a plan come together, and derive joy from anticipating needs and opportunities, and heading off challenges. You will manage requests with speed and discretion, and adapt to an ever-changing environment to meet the needs of the Office.

This position will handle and direct information requests from a wide range of global partners, volunteers, community members, press/media and staff and contractors. This role must navigate with grace non-traditional organizational structures, adeptly handle a wide variety of interpersonal interactions, and anticipate and respond to the needs of the General Counsel, Board, and her department leads while creating a supportive and smooth operational atmosphere around them. You see problems before they arrive, and take the lead in solving them with expert judgement and consideration of the needs of the GC and organization.

What You’ll Do

Anticipate needs and operate as a collaborative and strategic partner to the General Counsel
Serve as a gatekeeper and first point of contact
Ensure all communication, travel, calendaring, meeting management, and presentations are executed with the highest level of professionalism
Prepare expense reports for review & submit to accounting for approval
Plan and manage logistics for quarterly Legal Leads retreats, including venues, catering, celebrations, travel, and technical needs
Work with Talent & Culture to support onboarding of new Legal staff
Develop and maintain relationships with all internal departments and external clients
Manage all invitations and public appearance requests
Lead/contribute to special projects and department initiatives as assigned, demonstrating high levels of responsibility and confidentiality

What You Need

10+ years of prior administrative assistant experience within a fast-paced environment
Ability to liaise effectively with key senior-level executives, Board of Trustees and executive support team
Proven ability to prioritize a wide range of support responsibilities effectively
Capable of managing several projects simultaneously with minimal supervision
Adaptability to changing circumstances
Previous legal experience a plus
Highly professional with excellent judgment and discretion
Excellent communication skills – both written and verbal
Ability to work under pressure and in a fast-paced environment
Positive, professional and self-motivated attitude
Critical attention to detail and highly organized
Substantial experience managing, communicating, and working with highly sensitive, confidential and/or legally privileged information with appropriate discretion and care

What You’ll Get

The unique opportunity to work with a diverse range of backgrounds
Access to the tools, leadership, and resources you will need to achieve excellence
Colleagues who focus on making work enjoyable within a collaborative environment
The opportunity to do the best work of your career
Competitive benefits and programs to support your well-being

The Wikimedia Foundation is a nonprofit organization that hosts and operates Wikipedia and the other Wikimedia free knowledge projects. Their vision is a world in which every single human can freely share in the sum of all knowledge. They believe that everyone has the potential to contribute something to their shared knowledge, and that everyone should be able to access that knowledge, free of interference. They 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. They receive financial support from millions of individuals around the world, with an average donation of about $15. They 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.

As an equal opportunity employer, the Wikimedia Foundation values having a diverse workforce and continuously strives to maintain an inclusive and equitable workplace. They encourage people with a diverse range of backgrounds to apply. They do not discriminate against any person based upon their race, traits historically associated with race, religion, color, national origin, sex, pregnancy or related medical conditions, parental status, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, or any other legally protected characteristics.

If you are a qualified applicant requiring assistance or an accommodation to complete any step of the application process due to a disability, you may contact them at recruiting@wikimedia.org or (415) 839-6885.

U.S. Benefits & Perks*

Fully paid medical, dental and vision coverage for employees and their eligible families (yes, fully paid premiums!)
The Wellness Program provides reimbursement for mind, body and soul activities such as fitness memberships, baby sitting, continuing education and much more
The 401(k) retirement plan offers matched contributions at 4% of annual salary
Flexible and generous time off – vacation, sick and volunteer days, plus 22 paid holidays – including the last week of the year.
Family friendly! 100% paid new parent leave for seven weeks plus an additional five weeks for pregnancy, flexible options to phase back in after leave, fully equipped lactation room.
For those emergency moments – long and short term disability, life insurance (2x salary) and an employee assistance program
Pre-tax savings plans for health care, child care, elder care, public transportation and parking expenses
Telecommuting and flexible work schedules available
Appropriate fuel for thinking and coding (aka, a pantry full of treats) and monthly massages to help staff relax
Paid travel to Wikimedia Foundation events all around the world!
Equipment including a laptop, monitor, plus a one-time stipend to cover any additional needs to make sure you have the best work experience
Great colleagues – diverse staff and contractors speaking dozens of languages from around the world, fantastic intellectual discourse, mission-driven and intensely passionate people

*Please note that for remote roles located outside of the U.S., they defer to their PEO to ensure alignment with local labor laws.