DC-Based Executive Assistant to CEO & Board

Wikimedia Foundation; Washington (District of Columbia); On-site; USD 74,000 - 93,000; Full time

Job summary

The Wikimedia Foundation seeks an Executive Assistant to support the CEO and the Office of the CEO in Washington, DC.

You will manage the CEO's calendar across time zones, coordinate Board and Committee meetings, arrange travel, prepare briefing documents, and handle expense reports with strict confidentiality. This role collaborates with internal teams on cross‑org initiatives and supports in‑person events; DC‑based applicants invited to apply.

Qualifications

• Exceptional attention to detail and strong commitment to accuracy.
• Experience managing multiple tasks and meeting deadlines under pressure.
• Proven ability to handle confidential information with discretion.
• Experience preparing prep and coordination for large strategic projects.
• Ability to work independently and as part of a team.
• Excellent organizational and communication skills.
• Based in the Washington, D.C. metro area and able to attend in-person meetings 1–2 times per month.

Responsibilities

• Managing complex calendar scheduling for the CEO with stakeholders across time zones.
• Supporting scheduling Board and Committee meetings.
• Creating and coordinating briefing documents for all external meetings.
• Arranging domestic and international travel arrangements for the CEO.
• Preparing and submitting expense reports and managing reimbursements for the CEO and Board of Trustees.
• Partnering with the internal Admin team on scheduling logistics for cross-team initiatives.
• Supporting logistics and planning for in-person events including venue selection and catering.
• Supporting scheduling and project management for other Foundation special projects as needed.

Skills

Calendar management

Board coordination

Travel arrangements

Expense reporting

Stakeholder communication

Attention to detail

Discretion with confidential info

Independence and teamwork

Tools

Microsoft Office

Google Workspace

Concur

Job description

The Wikimedia Foundation seeks an Executive Assistant to support the CEO and the Office of the CEO in Washington, DC.

You will manage the CEO's calendar across time zones, coordinate Board and Committee meetings, arrange travel, prepare briefing documents, and handle expense reports with strict confidentiality. This role collaborates with internal teams on cross‑org initiatives and supports in‑person events; DC‑based applicants invited to apply.