Part-Time HR Administrative Assistant
Wikimedia Foundation - San Francisco, CA

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The philosophy of the administrative team is to provide internal "customer-service" support to enable staff to focus on mission-work with fewer administrative distractions. The primary role of the Assistant for the HR department is to support all facets of the teams administrative needs, partner with other departments as well as work collaboratively with Administrative/Facility and OIT staff. Typical tasks would include calendar management, complex travel and meeting coordination, drafting correspondence, devising departmental administrative systems, team mtg and event coordination, clear communication and understanding of team goals to produce and prepare proactive support to chief level executives, directors and team.

  • Maintain department calendars and the schedule for the Chief Talent & Culture Officer; coordinate meeting times and dates for various HR driven meetings for staff; coordinate appropriate meeting space, equipment, supplies, and event logistics including food
  • Coordinate candidate interview schedules for the recruiting team, including candidate travel and updating the recruiting tracking system
  • Draft routine correspondence and other documents, produce announcements and post to internal office communication systems (wiki’s, calendars, etc)
  • Organize collaborative meetings, discussions, including partnering on agenda setting, preparing a productive environment, providing notes and highlights of meeting or discussion where needed
  • Responsible for obtaining documents and approvals for all purchasing & travel authorizations on behalf of the department; prepare department expense reports, reconcile credit cards and coordinate department Contract Request Form (CRF) requests
  • Partner with Travel Desk to support team and group travel arrangements
  • Engage with aligned organizations, teams and community members and individuals to represent organization, team and leadership as appropriate in assigned setting
  • Provide HR project support where assigned
Required Qualifications
  • Bachelor’s degree or 2+ years of experience working in mid level office administration environment
  • Demonstrated effective verbal and written communication skills
  • Demonstrated ability to work independently and as part of a team, including working with multiple teams and directors
  • Exceptional project and time management skills, prioritize tasks to meet deadlines, and a proven capacity for a high level of attention to detail
  • Excellent organizational and calendar management skills
  • Extremely proficient with all aspects of word processing and spreadsheet programs such as Google Apps and Libre Office and Gmail for scheduling
  • Experience handling confidential matters
  • Experience with recruiting tracking systems; Jobvite experience a plus
  • Demonstrated ability to learn new software/systems quickly
  • Ability to adapt quickly and easily to changing requirements in a tech based non-profit organization
  • Ability to and understands value in working in an open, transparent and collaborative environment
  • Working knowledge of community based efforts and values based organization a plus
  • Working knowledge of the wiki environment is a plus


The Wikimedia Foundation got its start in 2003 and is the non-profit organization that operates Wikipedia. Based in San Francisco, California, we currently employ over 150 staff and contractors globally. The Wikimedia Foundation is committed to creating a world in which every single human being can freely and easily share in the sum of all knowledge. Wikipedia and the other projects operated by the Wikimedia Foundation receive nearly 500 million unique visitors per month, making them the 5th most popular web property worldwide. Wikipedia is available in more than 280 languages, containing more than 24 million articles contributed by a global volunteer community of over 100,000 people. In an effort to continue our mission, we are hiring talented and creative individuals to join the team.