Remote-First Executive Assistant to the CEO

Wikimedia Foundation; Washington; On-site; USD 65,000 - 106,000; Full time

Job summary

The Wikimedia Foundation is seeking a highly organized Executive Assistant to support the office of the CEO and the Board. You will manage the CEO’s calendar, coordinate complex scheduling across multiple time zones, and collaborate with internal and external stakeholders to ensure timely and accurate calendar management.

The ideal candidate demonstrates exceptional attention to detail, proactive problem solving, discretion with confidential information, and the ability to anticipate needs.

Qualifications

• Exceptional attention to detail and strong commitment to accuracy.
• Experience coordinating calendars across multiple stakeholders and time zones.
• Experience handling confidential and sensitive information with discretion and professionalism.
• Ability to anticipate prep and coordination meetings for large-scale projects.
• Excellent organizational and communication skills.

Responsibilities

• Managing complex calendar scheduling for the CEO, with internal and external stakeholders across time zones.
• Supporting scheduling of 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 and projects.
• 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

Attention to detail

Discretion with confidential info

Cross-time-zone coordination

Proactive problem solving

Communication

Job description

The Wikimedia Foundation is seeking a highly organized Executive Assistant to support the office of the CEO and the Board. You will manage the CEO’s calendar, coordinate complex scheduling across multiple time zones, and collaborate with internal and external stakeholders to ensure timely and accurate calendar management.

The ideal candidate demonstrates exceptional attention to detail, proactive problem solving, discretion with confidential information, and the ability to anticipate needs.