Executive Assistant to the CEO (contract)
We are accepting applications through March 10, 2026 and we expect a start date no later than March 30, 2026.
The Wikimedia Foundation is seeking a highly organized and detail oriented Executive Assistant to provide support to the office of the CEO team. This role will be a temporary contract for 6 months.
Reporting to the Chief of Staff, you will be responsible for managing the calendar of the CEO and Board of Trustees, partnering with internal and external stakeholders to coordinate complex calendaring requests across multiple time zones. The ideal candidate demonstrates exceptional attention to detail, proactive problem-solving, and the ability to anticipate needs while maintaining strong organization and professional communication.
We’d like you to do these things:
- Manage complex calendar scheduling for the CEO, with internal and external stakeholders across time zones
- Support scheduling Board and Committee meetings
- Arrange domestic and international travel arrangements for the CEO
- Prepare and submit expense reports and manage reimbursements for the CEO and Board of Trustees
- Partner with the internal Admin team on scheduling logistics related to cross-team initiatives and projects
- Support logistics and planning for in-person events including venue selection and catering
- Support scheduling and project management work for other Foundation special projects as needed.
We’d like you to have these skills:
- Exceptional attention to detail and strong 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 and sensitive information with discretion and professionalism
- Experience anticipating prep and coordination meetings for large scale and strategic projects
- Demonstrated ability to work independently and as part of a team
- Excellent organizational and communication skills
Additionally, we’d love it if you have:
- Experience working with organizations both inside and outside the U.S.
- Experience working in the non-profit sector and/or a tech-focused organization
- 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