This role will provide crucial support to the applicants for our Conference Fund Program, Wikimania and other Foundation events. It will rely heavily on internal and external relationships, processes and inter-dependencies. The ideal candidate will bring experience managing large events globally and this role is ideal for candidates with a background in strategic communications and community building.

The Movement Communications Specialist (Events and Conferences) will report to the Manager, Movement Communications Team.

The Movement Communications team is uniquely skilled at bringing people together—whether through moments to connect or conferences to collaborate, and while working with other departments as strategic partners and problem solvers. We work to build bridges and understanding in the movement; to help people understand our mission and celebrate their role in its success.

Note: We are a global team that works closely with Wikimedia volunteers. We are looking for candidates based remotely in a timezone between UTC -5 to UTC +2 to be able to collaborate with colleagues and volunteers across time zones. This role will require timezone flexibility and will often include working weekends given our volunteer friendly approach. See countries the Wikimedia Foundation can hire in below.

Key Responsibilities

Event Support and Development

Build connections and establish robust relationships with our global community of volunteers who organise events.
Support and amplify movement connections and communications through Wikimedia Events and Conferences, ensuring strategic alignment with shared-value themes and cultural context.
Work closely with the team to execute a strategic vision and priorities linked with the Wikimedia Foundation's Annual Goals and Priorities.
Ensure all documentation and reporting requirements, including budgets, metrics, and post-event reports.
Contribute strategically to continuously improve our work to support events.

Movement Pulse

Monitor relevant community channels for news, incidents, and requests. Proactively respond to community questions around Foundation supported events.
Regularly liaise with regional event organizers, supporting them in aligning event messaging and processes with Wikimedia’s strategic priorities.
Foster relationships with regional community leaders and collaborators to co-create inclusive, communications-rich event concepts that center belonging, regional impact, and shared movement values.
Lead regular planning meetings and progress updates with key stakeholders (internal and external).
Work closely with core organizing teams, who will be spread across the globe, and provide strategic, technical and programmatic support.

Building best practice on events

Build, create and update existing documentation, FAQs, templates and ensure they are up to date and easily accessible.
Build a repository of commonly used designs/templates like speaker invitations, session formats, community engagement plans, and thematic content etc
Ensure awareness and adherence to Foundation's Brand, UCoC and other movement policies, as applicable.

Logistics and Operations

Coordinate across internal teams and regional organizers to ensure that logistical decisions are well informed and reflect accessibility, risk assessments, cultural context, and the narrative goals of each event—while meeting operational standards.
Oversee event timeline, registrations, vendor management, and contingency planning to ensure they are in line with best standards.
Manage contracts, service providers, and payments in accordance with requirements, as needed.

Monitoring and Evaluation

Support in establishing success metrics and feedback mechanisms in coordination with Conference and Event Fund expectations.
Support the collection of data pre-, during, and post-conference to evaluate impact.
Contribute to post-event analysis and reporting by synthesizing learnings and community insights to inform data driven decisions.

Skills and Experience:

Proven experience in organizing global conferences or large-scale events (experience with volunteer-led conferences is a plus).
Strong event management, communication and writing skills for internal reports and external blogs, presentations etc.
Demonstrated experience in working with external partners, stakeholders and enabling shared valued partnerships in events.
Experience with stakeholder engagement and cross-cultural collaboration.
Experience managing budgets and tracking expenses meticulously.
Comfortable with virtual collaboration tools and document sharing platforms.
Capacity to work independently and manage multiple tasks simultaneously
Demonstrate excellent organizational and time management skills, a strong work ethic, and possess a high level of attention to detail

Note: We are a global team that works closely with Wikimedia volunteers. We are looking for candidates based remotely in a timezone between UTC -5 to UTC +2 to be able to collaborate with colleagues and volunteers across time zones. This role will require timezone flexibility and will often include working weekends given our volunteer friendly approach.

Movement Communications Specialist

Anywhere in the world

Remote

Senior

Wikimedia Foundation