Executive Assistant to CEO — Global Scheduling & Travel

your Jared; Northern (KY); Hybrid; USD 65,000 - 106,000; Full time

Job summary

Wikimedia Foundation is seeking a highly organized Executive Assistant to support the CEO and the Office of the CEO. You will manage the CEO and Board calendars across time zones, coordinate complex scheduling, prepare briefing materials, and arrange travel, expenses, and cross-team logistics.

This role requires impeccable attention to detail, discretion with confidential information, and strong communication and coordination skills.

Qualifications

• Exceptional attention to detail and accuracy.
• Experience handling confidential information with discretion.
• Ability to work independently and in a team environment.
• Excellent organizational and written/verbal communication skills.

Responsibilities

• Manage complex calendar scheduling for the CEO and Board across time zones.
• Support scheduling of Board and Committee meetings.
• Create and coordinate briefing documents for external meetings.
• Arrange domestic and international travel for the CEO.
• Prepare and submit expense reports and manage reimbursements.
• Coordinate scheduling logistics with internal Admin teams on cross-team initiatives.
• Support planning for in-person events including venue and catering.
• Assist with scheduling and project management for Foundation initiatives.

Skills

Calendar management

Travel coordination

Meeting prep

Executive support

Communication

Job description

Wikimedia Foundation is seeking a highly organized Executive Assistant to support the CEO and the Office of the CEO. You will manage the CEO and Board calendars across time zones, coordinate complex scheduling, prepare briefing materials, and arrange travel, expenses, and cross-team logistics.

This role requires impeccable attention to detail, discretion with confidential information, and strong communication and coordination skills.