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Travel & Convening Associate (Contract)
Posted on 3/11/2022
Remote in USA
Experience Level
Desired Skills
  • 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
  • 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
  • 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
  • Experience with booking airfare, hotels
  • Experience in virtual, hybrid, in person event planning
  • Personal or professional international travel experience
  • International time zone and virtual community experience
  • Provide administrative/travel support for individual/group travel services within the Travel & Convening team
  • Provide administrative solutions, employ direct communication and quality support at all times
  • Build positive working relationships with local and remote staff, contractors and volunteer community members through professional, concise communication
  • Create and manage org-wide spreadsheets with accuracy and within deadlines
  • Learn and follow contract workflow process using organizational tracking software
  • Prepare multiple large expense reconciliations and reports with back-up documentation on a monthly basis
  • Work within a values-based organization committed to prudent passionate organizational goals
  • Assist the identified department leads to solicit onsite logistics, support guidelines and ensure they are aligned with contractual obligations
  • Provide research and sourcing assistance for hotels and venues worldwide
  • Manage contract process using tracking software
  • Learn and edit the group travel documentation pages on the office wiki
  • Track group approval status, including changes to ensure compliance with accounting requirements
  • Communicate travel booking deadlines/offsite information to staff and volunteer attendees
  • Prepare rooming lists, communicate and track changes with hotels
  • Prepare and publish group travel manifests
  • Review, reconcile and route hotel/venue invoices
  • Track/follow up on deposits/payments with contracted venues and hotels
  • Assist in tracking and reporting group travel metrics
  • Assist in creating offsite/group attendee surveys for both staff and volunteers
  • Special projects as assigned in relation to travel and convening services
Wikimedia Foundation

501-1,000 employees

Nonprofit charitable organization
Company Overview
The mission of the Wikimedia Foundation is to empower and engage people around the world to collect and develop educational content under a free license or in the public domain, and to disseminate it effectively and globally.