Global Meetings Specialist

Wikimedia Foundation
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The purpose of this position is to coordinate and plan international meetings and multi-day working sessions for internal teams at the Wikimedia Foundation. The Wikimedia Foundation has over 300 staff that are located all around the globe. This meeting specialist will coordinate and plan with the Group Travel program manager, and travel team for approximately 30 events annually, and may attend approximately 8-10 larger global meetings.

This role is for meeting and event planning professionals who can build positive relationships and deliver a wide breadth of services through experienced needs assessment, venue sourcing, contract review, and on-site meeting and logistic support. This position will understand safety and security planning, be familiar with resourceful, real-time problem solving, all while presenting with a positive service attitude in meeting the needs of our staff and groups traveling to do face to face work.

This role will work across time zones in a global environment. The successful candidate will be an excellent communicator, collaborative and creative problem solver. This person must be able to navigate working with other people so that we can The successful candidate will adjust to differing styles, anticipate issues and solve problems before they happen as well as bring quality and commitment to the work. This position will work with a small collaborative Travel team that takes pride in providing excellent meeting and group travel services to our staff and volunteers. The successful candidate will welcome the opportunity to contribute within a values-based organization committed to prudent passionate organizational goals and mission.

We’d like you to do these things:

Develop and deliver project timeline and full-service logistical support for groups of 5 – 80 staff and volunteers.
Provide venue, meeting and support solutions
Deliver timely, clear, direct communication and information
Employ creative, resourceful problem solving
Anticipate needs and support department leads to provide onsite logistics, and ensure contractual obligations are met
Provide research and information regarding global hotels and venues
Prepare group travel cost estimates and options
Communicate travel booking deadlines/offsite information to staff and volunteer attendees.
Prepare rooming lists, communicate and track changes with hotels
Prepare and publish group travel manifests
Review, reconcile and route hotel/venue invoices.
Track/follow up on deposits/payments with contracted venues and hotels
Assist in tracking and reporting group travel/meeting metrics.
Assist in creating offsite/group attendee surveys for both staff and volunteers
May reserve and issue airline tickets.
We’d like you to have these skills:

Experienced project planning in delivering international meeting management
Building positive, reliable relationships with all levels of staff
Experience with Google suite and software
Exceptional attention to detail and accuracy
Excellent written communication (English)
Experience working with international cultures and staff
Resourceful budget management
A responsive and quick learner that adapts and adjusts through inquiry
Ability to sense situations, issues, and team needs for enhanced support, service and risk management
Be enthusiastic for research, planning logistics, organizing the small and large details.
Required Qualifications

3-5 years of meeting and event planning support with increasing responsibility
Demonstrated technical aptitude and savvy, ability to adjust, learn and use new and different software to deliver on a variety of support responsibilities
Professional writing and communication skills
Venue and meeting contract review
Desire and ability to travel globally
Demonstrated productivity in personal remote working environment
Demonstrated ability to work independently and in collaboration with stakeholders
Demonstrated ability in planning and organizing information for varied audiences
Technical ability to learn new s/w and our on wiki publishing
Demonstrated ability in anticipating needs and providing solutions in meeting and logistical support
Experience and flexibility to work with all levels of staff including a wide range of diversity and talent
Ability to learn, adapt and thrive in changing, responsive service-oriented environment
Desire to produce quality work in a service-oriented environment with passionate staff and community
Must be able to provide computer and internet connection for remote working environment that meet the bandwidth of the position.
And it would be even more awesome if you have this:

Bachelor’s degree or vocational experience for role and position
Experience with booking airfare, hotels
Experience in event planning
Personal or professional international travel experience
Working in a technical organization in operational, administrative and service positions
International time zone and virtual community experience
Some fluency in languages other than English
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.