Executive Assistant to the CEO (contract)

Wikimedia Foundation; Washington (District of Columbia); Remote; USD 50,971 - 67,502; Full time

Job summary

A global non-profit organization is seeking a highly organized and detail-oriented Executive Assistant to support the CEO office. This temporary 6-month contract includes managing the CEO's complex calendar, scheduling meetings, arranging travel, and handling logistics for events. Ideal candidates must demonstrate exceptional attention to detail, strong communication, and the ability to manage multiple tasks effectively. Join a mission-driven team dedicated to sharing free knowledge worldwide.

Qualifications

• Experience in supporting executive teams or equivalent.
• Ability to work independently and as part of a team.
• Experience working in the non-profit sector or tech organizations.

Responsibilities

• Manage complex scheduling for CEO across time zones.
• Support scheduling of Board and Committee meetings.
• Arrange travel for the CEO.
• Prepare expense reports and manage reimbursements.
• Collaborate on logistics related to initiatives and projects.
• Plan in-person events including venue and catering.

Skills

Exceptional attention to detail

Strong commitment to accuracy

Managing multiple tasks

Handling confidential information

Excellent organizational skills

Strong communication skills

Job description

We are accepting applications through March 10, 2026 and we expect a start date no later than March 30, 2026.

The Wikimedia Foundation is seeking a highly organized and detail oriented Executive Assistant to provide support to the office of the CEO team. This role will be a temporary contract for 6 months.

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.

We’d like you to do these things:

• Manage complex calendar scheduling for the CEO, with internal and external stakeholders across time zones
• Support scheduling Board and Committee meetings
• Arrange domestic and international travel arrangements for the CEO
• Prepare and submit expense reports and manage reimbursements for the CEO and Board of Trustees
• Partner with the internal Admin team on scheduling logistics related to cross-team initiatives and projects
• Support logistics and planning for in-person events including venue selection and catering
• Support scheduling and project management work for other Foundation special projects as needed.

We’d like you to have these skills:

• 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

Additionally, we’d love it if you have:

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

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 in 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$37/hr to US$49/hr 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:

US States: Arizona, California, Colorado, Connecticut, District of Columbia*, Florida, Georgia, Idaho, Illinois, Indiana, Iowa, Maryland, Massachusetts, Michigan, Minnesota, Missouri, New Jersey, New York, North Carolina, Ohio, Oklahoma, Oregon, Pennsylvania, Puerto Rico*, Rhode Island, Tennessee, Texas, Utah, Vermont, Virginia, Washington, West Virginia, Wisconsin and Wyoming (*US Territory or Federal District)

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 Kingdom 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 [e-mail] or +1 (415) 839‑6885.