Executive Assistant

About Alcoholics Anonymous

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 in the world. The General Service Office (GSO) in the Morningside Heights neighborhood of New York City employs approximately 97 people (both alcoholic and non-alcoholic) and serves over 1.3 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.

Job Summary

The Executive Assistant supports the General Manager of the General Service Office of Alcoholics Anonymous by managing a range of operational, transactional, and sensitive administrative functions, ensuring effective coordination and communication across the office so that leadership can focus on the delivery of services to the Fellowship. They play a critical role in supporting the General Manager by managing daily and long-term scheduling, coordinating travel, maintaining administrative systems, and preparing correspondence. The position assists in providing coordination and administrative support to the General Manager in fulfilling responsibilities related to the Senior Management Group, the AAWS Board, and the General Service Board (GSB).

This role requires sound judgment, the ability to handle confidential and sensitive information with integrity, and a high degree of professionalism, attention to detail, and the ability to work collaboratively across the office.

The Executive Assistant reports to the Administration and Board Services Manager and supports the overall effectiveness of leadership, organizational activities, and key functions carried out by the General Manager.

Responsibilities

• Provide comprehensive support to the General Manager, including managing daily and long-term scheduling, coordinating meetings, handling information requests, and planning and executing travel arrangements.
• Prepare itineraries and draft meeting agendas.
• Effectively manage the General Manager’s email, prioritizing communications, identifying action items, and maintaining organized task lists.
• Assist in preparing draft correspondence on behalf of the General Manager for review and approval.
• Assist in facilitating the General Manager’s communications to the Fellowship, including researching and compiling relevant content.
• Assist in developing interoffice communications and special correspondence; support the preparation and editing of presentations and written materials.
• Assist in supporting coordination with the Senior Management Group and Leadership Team, including scheduling meetings, preparing and distributing agendas and background materials, recording meeting notes, and following up on action items.
• Assist in recording and transcribing meeting minutes and prepare supporting materials as requested.
• Assist in maintaining administrative systems, filing structures, and project timelines to support the General Manager.
• Ensure accurate and timely preparation of the General Manager’s expense reports.

Required Skills

• Ability to effectively manage administrative processes, coordinate multiple priorities, and maintain accuracy and consistency across systems and records.
• Excellent business writing skills.
• Strong, professional verbal communication skills and even stronger listening skills.
• Proven ability to handle confidential, sensitive information with a high level of professionalism, discretion, and integrity.
• Ability to work collaboratively across departments, facilitate administrative coordination, and serve as a reliable point of contact for the General Manager.
• Strong technical proficiency and ability to learn new systems and tools.
• Ability to work both independently and collaboratively.
• Familiarity with or interest in the Alcoholics Anonymous program, Fellowship structure, and service environment.

Qualifications

• Bachelor’s degree (preferred) or equivalent related experience.
• Minimum of five years of administrative experience, preferably supporting senior leadership or executives.
• Familiarity with or interest in the Alcoholics Anonymous program, Fellowship structure, and service environment.

Physical Requirements

• Availability to work in person a minimum of three days per week.
• Some weekend or evening work may be required during busy times, General Service Board weekends, or 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 tasks such as typing and using software and the ability 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.

Location

This position is in New York City, we work a hybrid schedule of 3 days in office and 2 days remote with occasional additional in office days.

Pay & Benefits

This is a non-exempt position with an annual pay range of $80,000 – $90,000 plus approved overtime.

AAWS offers outstanding health benefits including majority employer paid medical, dental and vision and an employer-funded health reimbursement account. Long- and short-term disability and life insurance is provided at no cost to our employees. We offer generous paid time off including 3 weeks of vacation to start, 10 sick days, personal days, and paid holidays. Additional benefits include a 403(b) plan with up to 7.5% employer contribution, tuition reimbursement program, and salary continuation program, all of which are available after 12 months of employment.

Applying

Please include a cover letter along with your application sharing more about your interest in this role and our organization. We look forward to hearing from you!

AAWS is committed to the full inclusion of all individuals. As part of this commitment, we will ensure that persons with disabilities are provided with reasonable accommodation. If you require a reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to humanresources@aa.org or 212-870-3138.

AAWS is committed to maintaining a diverse and inclusive environment and is proud to be an equal opportunity employer. All applications will receive consideration for employment without regard to age, arrest or conviction record, caregiver status, color, disability, gender, gender identity, height and weight, marital or partnership status, military service, national origin, pregnancy, race, religion/creed, salary history, sexual and reproductive health decisions, sexual orientation, status as a victim of domestic violence, or unemployment status.

Finally, your security is a priority. Please note that any communication from our organization about a job opportunity will only be made by an AAWS employee with an aa.org or @mail.paylocity.com email address.

We would never ask you as part of our interview process to provide personal or financial information, such as your social security number, online account passwords, credit card numbers, passport information, and other related banking information. If you believe you’ve been a victim of a phishing attack, please mark the communication as “spam” and alert us right away at humanresources@aa.org.