Senior Specialist, Global Meetings

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Wikimedia Foundation Logo

Wikimedia Foundation

πŸ’΅ $74k-$119k
πŸ“Remote - Worldwide

Summary

Join the Wikimedia Foundation as a Senior Specialist, Global Meetings and manage the end-to-end execution of international meetings and multi-day working sessions for internal teams. You will oversee needs assessment, vendor and venue sourcing, budgeting, contract negotiation, and on-site logistics for approximately 35 annual convenings. This role also involves attending 8-10 larger internal or community-facing global events. You will work closely with the Travel team to deliver high-quality meeting and group travel services for staff, board, and volunteers. Strong communication, adaptability, and proactive problem-solving are essential for success in this role. The position requires managing a $1M+ budget and ensuring seamless logistics and adherence to contractual obligations.

Requirements

  • Proven experience in project management for international meetings and events
  • Strong relationship-building skills across all levels of staff, fostering trust and reliability
  • Proficiency in Google Suite and Asana
  • Exceptional attention to detail and accuracy, ensuring smooth execution
  • Excellent written communication skills (English)
  • Experience working in global, multicultural environments, collaborating with international teams
  • Familiarity with the U.S. and Schengen visa application processes, including requirements, timelines, and documentation
  • Strategic budget management, optimizing resources effectively
  • Strong problem-solving skills, swiftly addressing travel and event-related challenges both in-person and remotely
  • Ability to anticipate team needs, assess risks, and provide proactive support
  • Adaptability in refining processes and procedures to meet evolving travel and meeting requirements within a non-profit framework
  • Passion for research, logistics, and meticulous planning, with a keen eye for both small details and big-picture execution
  • 6+ years of progressive experience in meeting and event planning, including full end-to-end execution
  • Strong technical aptitude and adaptability, with the ability to quickly learn and utilize new software
  • Excellent professional writing and communication skills, tailored for varied audiences
  • Expertise in venue and meeting contract negotiation and review
  • Willingness and ability to travel internationally to support events as needed (up to 40%)
  • Proven ability to thrive in a remote work environment, maintaining high productivity and collaboration
  • Ability to work independently and effectively engage with diverse stakeholders, balancing autonomy with teamwork
  • Experience working with diverse teams and talent across all organizational levels, fostering inclusion and collaboration
  • Commitment to delivering high-quality work in a mission-driven, community-focused organization

Responsibilities

  • Manage Full-Service Convening Logistics – Plan and execute internal meetings and events for 5-80 staff, board members, and volunteers, ensuring seamless logistics and adherence to contractual obligations
  • Develop Project Timelines & Guide Organizers – Create structured timelines and lead staff organizers through the travel and event planning process to ensure timely execution
  • Budget & Financial Oversight – Manage a $1M+ budget for internal meetings and events, preparing detailed line-by-line proposals, tracking expenses, and reconciling invoices
  • Venue & Destination Sourcing – Assess organizer needs and provide expert recommendations on global destinations, hotels, venues, and logistical support solutions
  • Problem Solving & Issue Resolution – Anticipate and address challenges, provide comprehensive onsite event support, and ensure all travel and venue agreements are met. Apply creative, resourceful problem-solving for international travel and event challenges
  • Attendee Travel & Visa Support – Assist attendees with flight arrangements and visa needs, ensuring smooth travel experiences
  • Rooming List Management – Coordinate and manage hotel rooming lists, ensuring accurate assignments, special requests, and smooth check-in/check-out experiences
  • Clear & Timely Communication – Maintain transparent, proactive communication with organizers, travelers, vendors, and the travel team
  • Vendor & Contract Management – Oversee financial and deliverable obligations with contracted venues and hotels, ensuring compliance and service quality
  • Cross-Team Collaboration – Work closely with the travel team to support additional travel-related workloads, including ticket reservations, ad-hoc meeting needs, and responding to travel inquiries from staff, senior leadership, and volunteers

Benefits

  • The anticipated annual pay range of this position for applicants based within the United States is US $74,525 –$119,007 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
  • Remote work, flexible hours
This job is filled or no longer available