Staff Services Associate (Project Management Assistant)

Founded in 1935, Alcoholics Anonymous World Services (AAWS) is a 501(c)3 non-profit organization and an international fellowship of people who have had a drinking problem. The Alcoholics Anonymous fellowship is nonprofessional, self-supporting, multiracial, apolitical, and available almost everywhere. The General Service Office (GSO) in the Morningside Heights neighborhood of New York City employs approximately 95 individuals (both alcoholic and non-alcoholic) and serves over 2 million members in the U.S. and Canada. Our mission is to support carrying the message of Alcoholics Anonymous to the still-suffering alcoholic by providing services to A.A. members, groups, and others; publishing and distributing A.A literature, preserving A.A. history, and sharing A.A.’s collective experience.

About the role

The Staff Services Associate provides administrative, research, and communications support to Staff Services assignments. This role works directly with a Staff Member on a specific assignment desk such as Public Information, Communication with Professional Communities, and Corrections, ensuring efficient operation through tasks like scheduling, research, communication, meeting minutes, reporting, organization, and event coordination. The Staff Services Associate reports to the Staff Services Manager with a dotted line reporting to the Staff Member on their assignment.

Responsibilities

• Assist with the accurate preparation, assembly, transmittal, and posting of committee agendas and background for General Service Board Weekends and the annual General Service Conference, including distribution within stated deadlines.
• Organize procedures for new Area and District committee chairs (service assignments), including updating, preparation, and distribution of welcome letters and service kits with accuracy and timeliness.
• Maintain and update various assignment-related lists and databases.
• Assist in the development, editing, and distribution of Quarterly or Activity Update Reports distributed to the Fellowship.
• Maintain and update filing and data systems, including the use of NetSuite, staying up to date with system changes.
• Assist in project and event management, including drafting and distribution of all related correspondence, event schedules, agendas, presentations, and materials, as well as provide on-site administrative support for GSO events (the biannual World Service Meeting, Regional Forums, and the General Service Conference).
• Schedule meetings and, when needed, provide administrative support.
• Monitor assignment correspondence, including managing and prioritizing emails and phone calls in a timely manner, and responding with accuracy to general or routine inquiries and requests.
• Contribute to team flexibility and efficiency by participating in training across assignments with the ability to identify the various roles and perform the essential tasks of other assignments.
• Conduct tours of the General Service Office to visitors from around the world in an enthusiastic and hospitable manner, interacting professionally with guests and answering their questions.

Requirements

• Demonstrated strong computer skills including MS Office Products: Outlook, Word, and PowerPoint.
• Excellent writing, grammar, and proofreading skills.
• Strong organization and prioritization skills.
• Ability to communicate clearly and handle stressful situations in a calm and professional manner.
• Thrives in a team-oriented environment.
• High degree of attention to detail and discretion related to confidential matters.
• Ability to understand and follow work instructions with minimal supervision.
• Ability to handle multiple demands in a timely fashion.
• Responsible and dependable; excellent attendance is required.
• Strong customer/guest relations and public speaking skills.
• Availability for overtime and travel when required.

Qualifications

• High school diploma or bachelor’s degree in a business-related field preferred.
• Minimum of 2 years of administrative experience required.
• Experience with a non-profit organization is a plus.

Physical Requirements

• Availability to work in person a minimum of three days per week; Friday is mandatory.
• Some weekend or evening work may be required during busy times, General Service Board weekends, or General Service Conference.
• Frequently required to sit, stand, walk, and occasionally stoop, kneel, or crouch.
• Ability to lift and/or move up to 20 pounds.
• Ability to use a computer, including typing and using software, and to read and interpret data on a computer screen for extended periods.
• Ability to work in an indoor office setting with controlled climate conditions.
• Tolerance to moderate noise levels typical of an office setting.
• Travel may be required depending on the needs of the assignment.

Location

This position is in the Morningside Heights neighborhood of New York City. The role follows a hybrid schedule of 3 days in-office and 2 days remote, with occasional additional in-office days.

Pay

This is a non-exempt position with an annual pay rate of $51,000 plus approved overtime.

Benefits

• Outstanding health benefits including majority employer-paid medical, dental, and vision.
• Employer-funded health reimbursement account.
• Long- and short-term disability and life insurance provided at no cost to employees.
• Generous paid time off: 3 weeks of vacation to start, 10 sick days, personal days, and paid holidays.
• 403(b) plan with up to 7.5% employer contribution.
• Tuition reimbursement program.
• Salary continuation program (available after 12 months of employment).