Travel & Convening Administrative Associate (Contract)

  • Freelance
  • Remote
  • Entry Level
  • Dec 31, 2022

Website Wikimedia Foundation


The purpose of this position is to support the travel and convening services of the Wikimedia Foundation. This position resides on the Travel & Convening team and will report directly to the Travel & Convening Manager who reports to the Controller. This role is for the administrative professional who can build positive relationships and service delivery by being able to prioritize, hold confidentiality, exercise professional judgment, anticipate needs, deliver professional communications and support with accuracy and confidence. This person must be able to learn new software as well as bring problem solving and a ‘can-do’ attitude to the job. This role will work across time zones in a global environment. The right person will have creative problem solving skills, the ability to adjust to differing styles, and the desire and ability to work with a small close-knit team and enjoy providing excellent service and support.

You are responsible for:

Provide administrative/travel support for individual/group travel services within the Travel & Convening team
Prepare multiple large expense reconciliations and reports with back-up documentation on a monthly basis
Communicate with local and remote staff, contractors and volunteer community members including non-native English speakers in a professional and concise manner
Create and manage org-wide spreadsheets with accuracy and within deadlines
Learn and follow contract workflow process using organizational tracking software
Book international air and hotel in compliance with travel & expense policy
Communicate travel booking deadlines/meeting information to staff and volunteer attendees
Track/follow up on deposits/payments with contracted venues and hotels
Assist in tracking and reporting travel metrics
Special projects as assigned in relation to travel and convening services
Skills and Experience:

2-5 years of administrative support with increasing responsibility
Demonstrated technical aptitude and savvy, ability to adjust, learn and use new and different software to deliver on a variety of support responsibilities
Extensive experience with expense reconciliation
Excellent verbal and written communication and interpersonal skills
Excellent organization and planning skills
Hold confidentiality and ability to work with sensitive matters and information
Ability to learn new tracking and wiki publishing software
Demonstrated ability in anticipating needs and providing solutions in administrative and logistical setting
Experience and flexibility to work with all levels of staff including a wide range of diversity and talent
Ability to learn, adapt and thrive in changing, responsive service environment
Desire to produce quality work in a service-oriented environment with passionate staff and community
Qualities that are important to us:

Open, flexible, and succinct communication style
Creativity, resourcefulness and accuracy in problem solving
Ability to learn and take instruction on individual/group travel booking
Proficiency with GSuite software
Experience with detail and accuracy inherent in performing and supporting travel and convening services
Internal motivation and high standards
Accounting and reconciliation experience
Additionally, we’d love it if you have:

Experience with booking airfare, hotels specifically using the Concur tool
Experience in virtual, hybrid, in person event planning
Personal or professional international travel experience
International time zone and virtual community experience
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.

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 or +1 (415) 839-6885.

To apply for this job please visit