Manager, Global Travel and Convening at Wikimedia Foundation

Summary

The Wikimedia Foundation is looking for a Manager of Travel and Convening to join our team, reporting to the Controller, Vice President.  As the Manager of Travel and Convening, you will be responsible for managing a team of travel, meeting, and event professionals, as well as collaborating with cross-functional business partners to deliver best-in-class customer support to further advance the mission of the foundation.  The team collaborates with and serves the internal staff community, Wikimedia community and partners, including volunteers, editors/contributors and business partners.  

The position will lead with a resourceful mindset, and will review, reshape, and deliver a global travel, meetings and events vision that prioritizes employee experience, DEI initiatives and customer service. This role will manage a global team of travel, meeting, and event professionals, as well as collaborate with cross-functional business partners to deliver best-in-class customer support to further advance the mission of the foundation. As the Wikimedia Foundation and the global volunteer community continue to grow, this role will spearhead cross-functional engagement to advance scalable travel and convening strategies, partnering with Legal, Finance, Talent & Culture and other departments across the organization.

You are responsible for:

• Leading a team managing travel arrangements, event facilities, and hotel selection for the Wikimedia Foundation and Wikipedia community events
• Drive and reshape Wikimedia Foundation's global travel and convening program strategy in alignment with WMF culture and values
• Work closely with Global Workplace and Experience colleagues, cross-functional partner teams, functional leaders, and leadership to ensure that travel, meetings, events, and experience to deliver a seamless journey experience
• Think strategically and forecast overall team requirements, budget, and resources needed to execute all functions
• Overseeing the team’s relationships with vendors, e.g., agency services, airlines, hotels, credit card providers, and technology vendors; negotiate contracts and ensure vendor compliance
• Partnering with ISOS and Risk Management on physical safety, security, and overall duty of care requirements
• Providing written and verbal communication with business and stakeholder groups within the organization so that business groups may make informed decisions on its travel and event needs
• Provide transparent and timely updates to stakeholders regarding best practices, processes and policies to support travelers’ needs
• Ensure travel and events are in compliance with the foundation’s travel, procurement, and spend policies, make sound judgment, and use prudence in making decisions that protect travelers and contain costs
• Develop and maintain documentation of existing processes, policies and activities, and updates.
• Gather data and reporting for analysis and reduction to achieve environmental, and financial targets 
• Champion and promote WMF’s travel and convening program by utilizing various internal communication channels and departmental outreach
• Travel is 20-25%, but flexible

Skills and Experience:

• Have a minimum of 8+ years of related leadership experience in corporate travel management with global travel management, meetings, and event experience
• Have a proven record of corporate meeting and event planning and operations experience
• Ability to effectively communicate both verbally and written with all levels within the organization and its community
• Experience managing and directing teams located in multiple geographic areas, working across time zones in a global environment. 
• Drive innovation on the team with a willingness to balance of "big picture" thinking with tactical execution
• Experience with negotiating travel related contracts
• Ability to independently prioritize and accomplish multiple tasks within established timeframes
• Are passionate about employee experience, customer feedback and service, and working cross-functionally for the best solutions for the organization
• Ability to drive innovation and process improvement, both tactical and forward thinking using your resourcefulness and creative problem solving skills
• Bachelor’s degree in related field or the equivalent in relevant work experience
• Good understanding of complex international airfares, including routing, fares and pricing, and travel documentation requirements
• Proficient use of Concur, Google Suite, Slack, Coupa (or equivalent) and other travel software
• Prioritize transparency and communication for a seamless customer experience

Qualities that are important to us:

• Commitment to advancing Wikimedia Foundation’s mission and fostering a highly effective, efficient, and inclusive environment.  
• Comfortable with change management and continuous improvement.  
• Passionate about providing solutions and working with people at all levels of the organization, including community members and volunteers. 
• Self-motivated with an ability to navigate through ambiguity and bring a project to completion with limited directions
• Lead with an entrepreneurial mindset, and find enhancements as needed to deliver global travel, meetings, and events vision that prioritizes employee experience, and customer service, and reinforces the foundation’s mission.
• Be a self-starter and familiar with the hospitality and travel industry
• Handle a wide variety of projects and responsibilities while juggling multiple priorities
• Compassion and empathy for travelers from diverse backgrounds and experiences

Additionally, we’d love it if you have:

• Experience in a highly collaborative, consensus-oriented environment 
• A desire to mentor and develop teams
• Curiosity and commitment to learn
• Familiarity with contributing and developing travel and expense policies.