Executive Assistant to the CEO

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

Executive Assistant to the CEO

Summary

The Wikimedia Foundation is seeking a highly organized and detail oriented Executive Assistant to provide support to the office of the CEO team.

Reporting to the Chief of Staff, you will be responsible for managing the calendar of the CEO and Board of Trustees, partnering with internal and external stakeholders to coordinate complex calendaring requests across multiple time zones. The ideal candidate demonstrates exceptional attention to detail, proactive problem-solving, and the ability to anticipate needs while maintaining strong organization and professional communication.

Applicants based in the larger Washington, D.C. metropolitan area (DMV) who are able to attend in-person meetings in Washington, D.C. are preferred.

You are responsible for:

• Managing complex calendar scheduling for the CEO, with internal and external 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 related to cross-team initiatives and projects.
• Supporting logistics and planning for in-person events including venue selection and catering .
• Supporting scheduling and project management work for other Foundation special projects as needed.

Skills and Experience:

• Exceptional attention to detail and strong 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 and sensitive information with discretion and professionalism.
• Experience anticipating prep and coordination meetings for large scale and strategic projects.
• Demonstrated ability to work independently and as part of a team.
• Excellent organizational and communication skills.

Qualities that are important to us:

• Experience working with organizations both inside and outside the U.S.
• Experience working in the non-profit sector and/or a tech-focused organization.

Additionally, we’d love it if you have:

• Enthusiasm about finding ways to add culture-building and connection opportunities and/or creative touches to your work.
• A general understanding of the existing landscape of the Wikimedia movement.
• Passion for our mission to share free knowledge with the world.

The deadline to apply for this position is September 11, 2026.

About the Wikimedia Foundation

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 $64,937 to $106,070 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.

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 [e-mail] or [phone].