Full-Time Administrative & Team Culture Specialist

ADMINISTRATIVE & TEAM CULTURE SPECIALIST, PRODUCT & TECHNOLOGY DEPARTMENT

Summary

The Administrative & Team Culture Specialist - Product & Technology Department will support the Wikimedia Foundation Product & Technology Department in facilitating and fostering a connected team culture, ensuring that intra- and extra- department communications are clear and aligned and providing the Chief Product & Technology Officer and Product & Technology Vice Presidents with daily administrative support.

Reporting to the Chief Product & Technology Officer (CPTO), you will be responsible for managing the calendar of the CPTO 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 Office of CPTO 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 P&T Department and between P&T Department staff and other WMF staff.

On average, this role will require travel 2-4 times per year.

Responsibilities

• Provide the Chief Product & Technology Officer with regular administrative support, including calendaring and expense management
• Provide two (2) 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

Skills and Experience

• 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 reflect 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

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