Name of Company: 
Wikimedia Foundation
Location of Job: 
1 Montgomery Street Suite 1600 San Francisco, CA 94104 USA
San Francisco , CA
United States
Type of Work: 
Telecommute ok?: 
Time commitment: 
How to apply:

Duration: Six month contract (January 2018 - June  2018)

Hours: 20-25 hrs/week (flexible work schedule)


The purpose of this position is to support the travel services of the Wikimedia Foundation.

This position resides on the Administration team and will report directly to the Travel Manager who reports to the Director of Administration. The ideal candidate is an administrative professional who can prioritize, anticipate needs and deliver professional communications and support with accuracy and confidence. This person must be able to learn new software as well as bring problem solving and a ‘can-do’ attitude to the job.  This role will work across time zones in a global environment. The right person will be intuitive, have creative problem solving skills, ability to adjust to differing styles, desire and ability to work with a small close-knit team and enjoy providing excellent service and support.  


  • Anticipate travel and communication needs with high quality, professional support for the Travel Services team and all staff
  • Prepare multiple large expense reconciliations and reports with back-up documentation on a monthly basis
  • Provide administrative solutions, employ direct communication and quality support at all times
  • Work with best practices and protocols with OIT, Finance, Legal and Administration
  • Create and manage org-wide spreadsheets with accuracy and within deadlines
  • Coordinate with group manager small to medium size domestic and international group travel logistics
  • Manage contract process using tracking software
  • Build positive working relationships with local and remote staff, contractors and volunteer community members through professional, concise communication
  • Hold confidentiality and ability to work with sensitive matters and information
  • Ability to work with colleagues who do not have English as primary language
  • Ability to learn and apply open source values, system and where applicable new software
  • Work within a values based organization committed to prudent passionate organizational goals
  • Communicate with chapter or partner liaisons
  • Special projects as assigned in relation to travel services

We'd like you to have these skills:

  • Excellent communication and anticipation of travel needs for individuals, and groups
  • Proficient with Google or Excel spreadsheets
  • Demonstrated administrative support or travel experience for mid to large company or organization
  • Experience with Travel management company, Concur, and or related service database
  • Experience with policies, budget allowances and accuracy inherent in performing and supporting travel services
  • Accounting and reconciliation experience


  • 2-5 years of administrative support
  • 2 years of travel assistance and direct logistical support for staff travel and itineraries for more than one individual. Bachelor’s degree or vocational experience for role and position


    Demonstrated technical aptitude and savvy, ability to adjust, learn and use new and different software


    Excellent writing and communication skills


    Excellent organization and planning skills


    Technical savvy and superior documentation skills with attention to details


    Ability to anticipate needs and provide solutions


    Excellent ability to work with all levels of staff and enjoyment of wide range of diversity


    Ability to learn and adapt and thrive in changing technical and service environment


    Must enjoy supportive, service oriented administrative work with passionate staff and community


    Willingness to learn how to edit Wikipedia or other WMF wiki projects

Additional Desired Qualifications:

  • Experience with booking airfare, hotels; international booking experience desired
  • Experience in event planning, international travel and speaking additional languages
  • Open Source knowledge and strong desire to learn and be part of free access and open source movement
  • Working in a technical organization in operational, administrative and service positions
  • International time zone and virtual community experience

About the Wikimedia Foundation

The Wikimedia Foundation is the non-profit organization that supports and hosts Wikipedia and several other Wikimedia free knowledge sites. Every month, the Wikimedia sites are accessed by more than a billion unique devices. Wikipedia consists of more than 40 million articles across hundreds of languages. Every month, more than 250,000 volunteer editors contribute to Wikipedia. Based in San Francisco, California, the Wikimedia Foundation is an audited, 501(c)(3) non-profit that is funded primarily through donations and grants. It currently employs over 300 staff members.

At the Foundation, we build technology to help people everywhere access Wikipedia, across devices and in nearly 300 languages. We engineer privacy for our readers and editors so they can safely and securely explore Wikipedia. We create programs and initiatives to make Wikipedia freely available to more people in more parts of the world. We build new tools for the community of editors so they can continue to improve and grow Wikipedia. Roughly a quarter of our budget goes to supporting the community that make the site possible, including through grantmaking programs that enable volunteers and enrich the information on the sites.

The Wikimedia Foundation is an equal opportunity employer, and we encourage people with a diverse range of backgrounds to apply.

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