Senior Specialist, Global Meetings

Position Overview

• Location Type: [Not Specified]
• Job Type: [Not Specified]
• Salary: [Not Specified]

This role manages the end-to-end execution of international meetings and multi-day working sessions for internal teams at the Wikimedia Foundation. With a globally distributed workforce of 700+ staff, these in-person and hybrid convenings—approximately 35 annually—are essential to the organization's success. The role also involves attending 8-10 larger internal or community-facing global events.

As a meeting and event planning professional, you will oversee needs assessment, vendor and venue sourcing, budgeting, contract negotiation, and on-site logistics. You will also ensure safety and security planning, provide real-time problem-solving, and deliver exceptional service to traveling staff and virtual participants.

Operating across time zones in a collaborative, mission-driven environment, this role requires strong communication, adaptability, and proactive problem-solving. You will work closely with the Travel team to deliver high-quality meeting and group travel services for staff, board, and volunteers, contributing to an organization committed to impactful and efficient convening.

Responsibilities

• Manage Full-Service Convening Logistics: Plan and execute internal meetings and events for 5-80 staff, board members, and volunteers, ensuring seamless logistics and adherence to contractual obligations.
• Develop Project Timelines & Guide Organizers: Create structured timelines and lead staff organizers through the travel and event planning process to ensure timely execution.
• Budget & Financial Oversight: Manage a $1M+ budget for internal meetings and events, preparing detailed line-by-line proposals, tracking expenses, and reconciling invoices.
• Venue & Destination Sourcing: Assess organizer needs and provide expert recommendations on global destinations, hotels, venues, and logistical support solutions.
• Problem Solving & Issue Resolution: Anticipate and address challenges, provide comprehensive onsite event support, and ensure all travel and venue agreements are met. Apply creative, resourceful problem-solving for international travel and event challenges.
• Attendee Travel & Visa Support: Assist attendees with flight arrangements and visa needs, ensuring smooth travel experiences.
• Rooming List Management: Coordinate and manage hotel rooming lists, ensuring accurate assignments, special requests, and smooth check-in/check-out experiences.
• Clear & Timely Communication: Maintain transparent, proactive communication with organizers, travelers, vendors, and the travel team.
• Vendor & Contract Management: Oversee financial and deliverable obligations with contracted venues and hotels, ensuring compliance and service quality.
• Cross-Team Collaboration: Work closely with the travel team to support additional travel-related workloads, including ticket reservations, ad-hoc meeting needs, and responding to travel inquiries from staff, senior leadership, and volunteers.

Requirements

• Proven experience in project management for international meetings and events.
• Strong relationship-building skills across all levels of staff, fostering trust and reliability.
• Proficiency in Google Suite and Asana.
• Exceptional attention to detail and accuracy, ensuring smooth execution.
• Excellent written communication skills (English).
• Experience working in global, multicultural environments, collaborating with international teams.
• Familiarity with the U.S. and Schengen visa application processes, including requirements, timelines, and documentation.
• Strategic budget management, optimizing resources effectively.
• Strong problem-solving skills, swiftly addressing travel and event-related challenges both in-person and remotely.
• Ability to anticipate team needs, assess risks, and provide proactive support.
• Adaptability in refining processes and procedures to meet evolving travel and meeting requirements.