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 at the GSO 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. Not only is our team incredibly mission-driven, but also tremendously supportive of each other as both colleagues and individuals.

The Staff Services Associate provides administrative, research, and communications support to Staff Services assignments. This important role works directly with a Staff Member on a specific assignment desk such as Public Information, Communication with Professional Communities, and Corrections, and is responsible for completing tasks to ensure efficient operation of the assignment. Responsibilities include scheduling, research, internal and external communication, taking meeting minutes, reporting, organization, coordinating events and more.

This is a great opportunity for someone with strong communication, administration and customer relations skills to work with an amazing team supporting an important mission. The Staff Services Associate reports to the Staff Services Manager with a dotted line reporting to the Staff Member on their assignment.

• 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 distribution of service kits and displays 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 Net Suite, staying up to date with system changes
• Assist in project and event management, including drafting and distribution of all related correspondence, event schedules, agendas, and event 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 our guests and answering their questions

• Demonstrated strong computer skills including MS Office Products:
  Outlook, Word, and Power Point
• Excellent writing, grammar, and proofreading skills required
• Strong organization and prioritization skills required
• 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…