Administrative & Team Culture Specialist
Job Description
The Administrative & Team Culture Specialist, People Department will support the Wikimedia Foundation People Department in facilitating and fostering a connected HR team culture, ensuring that intra- and extra- department communications are clear and aligned and providing the Chief People Officer and People Vice Presidents with daily administrative support.
Reporting to the Chief People Officer (CPO), you will be responsible for managing the calendar of the CPO and two VPs, working with others within the organization to manage complex calendaring requests across many time zones. Additionally, this role will be responsible for coordinating and leading the weekly People Leadership Group meeting, note-taking and supporting special projects. You will also lead our department culture-building; designing impactful virtual and in-person activities that are thoughtfully coordinated and executed within budget. Last, this role will provide foundational communication support needed to increase collaboration and transparency within the People Department and between People Department staff and other WMF staff. On average, this role will require travel 2-4 times per year.
We’d like you to do these things:- Provide the Chief People Officer with regular administrative support, including calendaring and expense management
- Provide two (2) People 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
- 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
- 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 Human Resources
- 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
The Wikimedia Foundation is the nonprofit organization that operates Wikipedia and the other Wikimedia free knowledge projects. Our vision is a world in which every single human can freely share in the sum of all knowledge. We believe that everyone has the potential to contribute something to our shared knowledge, and that everyone should be able to access that knowledge freely. We host Wikipedia and the Wikimedia projects, build software experiences for reading, contributing, and sharing Wikimedia content, support the volunteer communities and partners who make Wikimedia possible, and advocate for policies that enable Wikimedia and free knowledge to thrive.
The Wikimedia Foundation is a charitable, not-for-profit organization that relies on donations. We receive donations from millions of individuals around the world, with an average donation of about $15. We also receive donations through institutional grants and gifts. The Wikimedia Foundation is a United States 501(c)(3) tax-exempt organization with offices in San Francisco, California, USA.
As an equal opportunity employer, the Wikimedia Foundation values having a diverse workforce and continuously strives to maintain an inclusive and equitable workplace. We encourage people with a diverse range of backgrounds to apply. We do not discriminate against any person based upon their race, traits historically associated with race, religion, color, national origin, sex, pregnancy or related medical conditions, parental status, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, or any other legally protected characteristics.
The Wikimedia Foundation is a remote-first organization with staff members including contractors based 40+ countries*. 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$72,671 to US$111,520 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.
*Please note that we are currently able to hire in the following countries: Australia, Austria, Bangladesh, Belgium, Brazil, Canada, Colombia, Costa Rica, Croatia, Czech Republic, Denmark, Egypt, Estonia, Finland, France, Germany, Ghana, Greece, India, Indonesia, Ireland, Israel, Italy, Kenya, Mexico, Netherlands, Nigeria, Peru, Poland, Singapore, South Africa, Spain, Sweden, Switzerland, Uganda, United Arab Emirates, United Kingdom, United States of America and Uruguay. Our non-US employees are hired through a local third party Employer of Record (EOR).We periodically review this list to streamline to ensure alignment with our hiring requirements.
All applicants can reach out to their recruiter to understand more about the specific pay range for their location during the interview process.
If you are a qualified applicant requiring assistance or an accommodation to complete any step of the application process due to a disability, you may contact us at recruiting@wikimedia.org or +1 (415) 839-6885.
More information
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