[Hiring] Wikimania Scholarships and Event Coordinator @Wikimedia Foundation

Role Description

The Wikimedia Foundation is seeking a contractor to support the Wikimania 2027 Core Organizing Team in Santiago, Chile. This role will involve:

• Facilitating and coordinating scholarships for attendees of Wikimania 2027.
• Meeting bi-weekly or weekly with the Project Manager and lead volunteer to check progress.
• Supporting communication with successful scholars regarding travel, visas, and accommodation.
• Coordinating with scholars on volunteer role opportunities at Wikimania.
• Attending weekly calls for scholarship coordination and the Core organizing team.
• Building an FAQ for potential inquiries.
• Answering ad hoc questions with guidance from the Senior Manager and Core Organizing Team.
• Collaborating on a ‘Wikimania Guide for Attendees’ with essential information.
• Managing the registration process for the Pre-conference day.
• Supporting the planning and organizing of tours offered by partners for attendees.
• Attending Wikimania 2027 to support scholars with queries during the event.
• Conducting post-event evaluation, reporting, and review of the scholarship process.

Qualifications

• Strong administration and record-keeping skills.
• Experience with email campaign platforms and event management systems.
• Good communication skills with the ability to engage with diverse individuals.
• Experience working with a diverse set of volunteers across different regions.
• Can-do attitude towards problem-solving.
• General conference and event organizing experience.
• 3-5 years of experience in event coordination and attendee inquiry response.
• Experience with logistics for medium to large-scale events.
• Experience coordinating high-volume communications.
• Fluent in Spanish and English.

Requirements

• Attend Core Organizing Team or subcommittee meetings, sometimes on weekends and evenings.
• Support the Scholarship subcommittee with administrative work and coordination.
• Assist the Communications subcommittee with writing and publishing materials.
• Support logistics processes, including branding production and goody bag items.
• Contribute to post-event surveys and debriefs.
• Work with the event team to develop content for training and information sessions.
• Attend pre-event training for on-site support.
• Manage documents via Google Docs and spreadsheets.
• Keep information updated on Wikimania pages and communication channels regarding scholarships.
• Coordinate arrival and departure of volunteers with designated local agents.
• Help organize volunteer activities during the event, including volunteer rotas.

Benefits

• Travel and accommodation costs covered for scholars.
• Opportunity to work with a diverse and global community.
• Experience in a nonprofit environment focused on free knowledge.