Senior Specialist, Global Meetings

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