Wikimania Scholarships and Event Coordinator

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• Supporting the  Wikimania 2027 Core Organizing Team with the facilitation  and coordination of scholarships awarded to individuals for attending Wikimania 2027 in Santiago.
• Meeting with the Project manager and lead volunteer on a bi weekly or weekly basis to check progress
• Supporting communication with successful scholars on requirements needed for travel, visas and accommodation
• Communication and coordination with scholars on volunteer role opportunities at Wikimania. Previous experience working with volunteers is expected. 
• Attending Scholarship coordinating weekly call and the the weekly Core organizing team call
• Building the FAQ for guidance of answering potential inquiries
• Answering any ad hoc questions with guidance from the Senior manager and the  Core Organizing Team
• Collaborating in the making of and sending out a ‘Wikimania Guide for Attendees’ to give essential and helpful information about when they arrive, Chile customs and culture and their time at the event.
• Managing the registration process for our Pre conference day, which hosts sessions outside the main conference programme
• Support with the planning and organising of any tours offered by partners for our attendees
• Attendance at Wikimania 2027 to support scholars while they are at the event with queries and questions. Dates of the event are the week starting the 16th of August.
• Post event evaluation, reporting and review of the scholarship process. 

• Attend Core Organising Team or sub committee meetings sometimes at weekend and evening, to work through action items and updates
• Support the Scholarship sub committee with any necessary admin work and coordinating the committee’s work and facilitate some of the work including internal and external communications
• Support the Communications sub committee with the writing and publishing of communication materials and information. 
• Support the logistics process including working with designers and the event agency on branding production and goody bag items for on site at the event. 
• Contribute to post event surveys and debriefs
• Working with the event team to help develop the content for and facilitate training and information sessions
• Attend pre event training for all event support that will be on site at the event 
• Help manage documents via Google Docs and spreadsheets
• Work with volunteers on keeping information up to date on the Wikimania pages and communication channels regarding Scholarships 
• Help to liaise arrival and departure of volunteers with designated local agents.
• Help coordinate scholars volunteering activities during the event including helping to organize the volunteer rotas  during Wikimania  and being there at the event to help with any last minute changes or trouble shooting

• Strong administration and record keeping skills
• Use of tools such as email campaign platforms and event management systems
• Good communicator with the ability to deal with people from all walks of life, good customer or audience facing skills
• Experience of working with a diverse set of volunteers across different regions
• Can do attitude to problem solving
• General Conference and Event organising experience 
• 3-5 years of experience with event coordination and attendee enquiry response
• Experience of working on logistics for medium to large scale events 
• Experience with coordinating a high volume communications
• Fluent in Spanish and English

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