Events & Logistics Administrator (Contract)

 Events & Logistics Administrator (Contract)

Duration: 6 months 

Hours: 40 hrs/week

Location: San Francisco, CA

Reports to: Director of Administration

Purpose of position: Working in tandem with the Director of Administration and volunteer event staff, this position will be the key support to prepare and plan for week long conference for 300 staff in late January 2019. The role will be responsible for supporting the leads on general communication, developing event timeline and tasks, organizing and support planning meetings, budget tracking, program contracts, copy editing and event program collateral for a week long internal staff conference. The ideal candidate will bring a creative flair to the important operational detail of event planning and communication. In addition to demonstrated experience in logistics and planning events, we would like this person to have experience creating programs, presentation decks, posters, badges and various collateral for the event. This position will provide some general support to lead event volunteers, and to the Director of Administration during the contract term. The conference is the last week of January 2019. Working extended hours January and the week of January 27 - February 1, 2019 is a requirement.

We’d like you to have experience doing these things:

Event planning:  Organization and logistics experience in planning conference and events for 300 people. Support communication, timeline, procurement of staff gift, compiling conference program, anticipate event needs to ensure a smooth and fun delivery of conference. Plan for general safety, care and feeding of event participants during a week long conference.

Jr. Graphic Designer and Communication Specialist: Applicable creative and copy editing experience to develop programs, presentation decks, posters, badges and various collateral needed before and during the event. Ability to learn and post material on internal office wiki (intranet), as well as create calendars and online collateral in Google suite. We do not need any original logo materials, just a creative flair, and ability to use Adobe Illustrator (or other programs) to create presentation decks and event collateral.

Our general support staff have the following experience. This experience would be ideal for you, too:

  • Scheduling/Calendaring: This is a talent, skill and art, and the support staff  ensure that leadership and content specialist’s time is well spent by supporting well planned days and schedules for identified calendaring needs. We aim to keep scheduling less than 20% of time.
  • Meeting and Project Management: In tandem with the art of scheduling, the support staff have provided much needed agenda, timekeeping, and project management skills to support team projects, budgets and deadlines.
  • Contracts: As key partners with accounting and finance, budget owners have clear path for procuring goods and services with timely controls and terms executed and recorded for proper oversight of services. Your job is to learn the process, track, and monitor the database entries, coordinate follow-up and secure and record executed contracts for your team or event.
  • General Administrative Support: Produce timely expense and credit card reporting, oversee clerical projects such setting up organizational systems, reconciling text information, updating lists, entering data, running reports, keeping documentation accurate and relevant.
  • Serve as Team Representation:  Provide representation on safety teams, organization wide specific efforts and annual events, and provide general liaison activities and information for specific and assigned departments or teams.  
  • Special Projects as Assigned:  This is where we understand that each support professional likes to learn and do different things. We honor that, and want to engage your talents and development interests in other operational areas for mutually beneficial outcomes.

We have the following requirements and desired skills:

  • 5+ years of work history, ideally in professional support roles in medium to large organizations
  • BA, BS, Technical, or application certification, vocation for role and position
  • Demonstrated technical aptitude and savvy, ability to adjust, learn and use new and different open source s/w.
  • The conference is the last week of January 2019. Working long days in January, and at the event sites January 27 - February 1, 2019 working extended hours is a requirement.
  • Extensive experience with Google suite (or equivalent) of applications.
  • Experience and ability to learn and utilize standard and new presentation software (Prezi, Google Presentation, etc).
  • Experience with event planning, basic budgeting and timeline and vendor planning.
  • Excellent calendar management and meeting preparation skills.
  • Comfortable and experienced with technology, learning a/v equipment, and s/w for connectivity.
  • Excellent writing and communication skills.
  • Excellent organization and planning skills.
  • Superior attention to detail and ability to anticipate needs and provide solutions.
  • Excellent ability work with all levels of staff including a wide range of diversity of staff.
  • Ability to learn, adapt and thrive in changing technical environment.
  • Derive satisfaction in support of others in a service oriented team of professionals.

And it would be even more awesome if you have this:

Experience working with international time zones.
Working with virtual communities.
Experience with wiki markup syntax, and editing on wiki’s.

The Wikimedia Foundation is... 

...the nonprofit organization that supports 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, free of interference. We host 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 financial support 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.

The Wikimedia Foundation is an equal opportunity employer, and we encourage people with a diverse range of backgrounds to apply



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