Administrative And Team Culture Specialist

Summary

Join the Wikimedia Foundation as an Administrative & Team Culture Specialist in the Product & Technology Department! You will support the CPTO and VPs with daily administrative tasks, including complex calendar management across multiple time zones. Responsibilities include coordinating department meetings, leading culture-building initiatives, and enhancing internal communication. You will manage projects, track progress, and ensure deadlines are met. This role requires strong attention to detail, excellent communication skills, and experience with project management tools. Travel is expected 2-4 times per year. The Wikimedia Foundation is a remote-first organization with a competitive salary and benefits package.

Requirements

• Deep attention to detail and a commitment to accuracy
• Experience consistently producing high-quality work, managing multiple tasks, and executing under deadlines, occasionally during high-pressure situations
• Proven track record of handling confidential/sensitive information with grace and care
• Demonstrated ability to work independently and as part of a team
• Experience in managing projects using Asana or similar project management and progress tracking tools
• Experience creating clear and realistic timelines, tracking progress and helping others stick to deadlines, always considering the dynamic and flexibility of the process
• Understanding of best practices for cultural inclusivity to ensure culture-building activities reflects multiple perspectives
• Ability to establish clear metrics for participation and engagement across multiple teams
• Ability to craft strategic and creative messages, with experience in writing compelling emails, Slack messages and newsletters
• Ability to edit a range of voices and styles for diverse audience

Responsibilities

• Provide the Chief Product & Technology Officer with regular administrative support, including calendaring and expense management
• Provide two (2) Vice Presidents with calendar management
• Develop agendas for all-department meetings and create and disseminate all-department communications
• Partner with the internal Admin team for scheduling logistics related to cross-team projects and department gatherings
• Coordinate venue, location and activity planning for team and department events
• Understanding procurement and contract processes, including but not limited to booking event speakers

Preferred Qualifications

• Experience working with organizations both inside and outside the U.S
• Experience working in the non-profit sector and/or a tech-focused organization
• Interest in learning more about the different aspects of product and engineering work
• Enthusiastic about finding ways to add culture-building and connection opportunities and/or creative touches to your work
• General understanding of the existing landscape of the Wikimedia movement
• Passion for our mission to share free knowledge with the world

Benefits

• Salaries at the Wikimedia Foundation are set in a way that is competitive, equitable, and consistent with our values and culture. The anticipated annual pay range of this position for applicants based within the United States is US$ 75,893 to US$ 99,172 with multiple individualized factors, including cost of living in the location, being the determinants of the offered pay. For applicants located outside of the US, the pay range will be adjusted to the country of hire. We neither ask for nor take into consideration the salary history of applicants. The compensation for a successful applicant will be based on their skills, experience and location
• The Wikimedia Foundation is a remote-first organization