Description

About The A.A. Grapevine

Founded in 1944, the A.A. Grapevine is publisher of the International Journal of Alcoholics Anonymous. Our primary purpose is to carry the A.A. message to everyone interested in alcoholism through our magazines, websites, podcast, and related items. Written, edited, illustrated, and read by A.A. members and others interested in the A.A. program of recovery from alcoholism, the Grapevine and our Spanish language magazine, La Viña, are a lifeline linking one alcoholic to another. Often referred to as our "meeting in print," the A.A. Grapevine communicates the experience, strength, and hope of its contributors and reflects a broad geographic spectrum of current A.A. experience with recovery, unity, and service. 

Job Summary

Reporting to the Publisher and a member of the Grapevine management team, the Office Manager will provide administrative support including calendar maintenance, travel arrangements, design and preparation of PowerPoint presentations, proposals and reports, research, as well as draft internal and external correspondence. The Office Manager will assist the Publisher with annual Conference matters and Grapevine Board meetings and will serve as the primary liaison to A.A. World Services (AAWS). This position has one direct report: the Grapevine Administrative Assistant.

A.A. Grapevine is a tight-knit team, comprising fewer than 15 dedicated employees, with additional support from freelance and contract workers. This dynamic environment offers a unique opportunity for individuals seeking a role where their contributions truly make a difference. As part of our team, you'll have the chance to take on significant responsibilities and directly impact the success and growth of our organization. If you're looking for a role where your voice is heard, your ideas are valued, and your work has a meaningful impact, A.A. Grapevine is the perfect place for you to thrive and grow in your career. Join us and be a part of something special.

Core Responsibilities

A.A. Grapevine Board & AAWS

• Act as administrative liaison for Grapevine management with Grapevine Board of Directors
• Serve as Assistant Secretary to the A.A. Grapevine Board of Directors
• Arrange and coordinate board meetings; prepare agendas, attend meetings, record and distribute minutes, and prepare board reports

Publisher

• Serve as liaison between the Publisher and staff members and vendors
• Establish and maintain a confidential and highly organized digital filing system 
• Maintain digital publishing statistics and reports

Office Operations

• Prepare notes and action plans generated from weekly staff meetings
• Troubleshoot and solve issues as they arise with staff members
• Manage IT support for staff including assessing equipment needs
• Supply AAWS staff with Grapevine information upon request
• Liaison with the AAWS Human Resources Department for benefits and employment related coordination
• Initiate, implement, and coordinate a variety of special projects with team members
• Coordinate effectively with the AAWS facilities team and mailroom services to ensure seamless communication, timely processing of mail, telephone assignments and maintenance, and other administrative tasks.
• Directly manage, coach, and develop the Grapevine Administrative Assistant 

Requirements

As an essential member of our team, we seek an individual who embodies the following personal characteristics:

• Efficiency: Ability to handle tasks swiftly and effectively, optimizing time and resources.
• Diligence: Demonstrates a strong work ethic and commitment to achieving objectives with precision.
• Attention to Detail: Meticulous in approach, ensuring accuracy and thoroughness in all tasks and responsibilities.
• Organizational Skills: Proficient in structuring tasks, managing priorities, and maintaining order within the office environment.
• Deadline Management: Capable of meeting deadlines consistently, even under pressure, while maintaining quality output.
• Multitasking Ability: Skillful in handling multiple tasks simultaneously without compromising quality or efficiency.
• Confidentiality: Adheres to strict confidentiality standards, safeguarding sensitive information and maintaining trust.
• Punctuality: Reliably punctual, demonstrating respect for schedules and commitments.
• Maturity: Displays professionalism, sound judgment, and emotional intelligence in interactions and decision-making.
• Collaborative Spirit: Works effectively within a team environment, fostering cooperation among colleagues.

In addition to possessing the above personal characteristics, candidates should meet the following qualifications:

• Office Organization Experience: Minimum of five years of experience in office organization, including but not limited to administrative support, records management, and coordination of office functions.
• Proficiency in Microsoft Office Suite: Demonstrated proficiency in utilizing various software applications within the Microsoft Office Suite to facilitate efficient office operations.
• Bachelor's Degree or Equivalent: Completion of a bachelor’s degree program or equivalent education and relevant experience demonstrating competency in office management and organizational skills.
• Strong Communication Skills: Excellent verbal and written communication skills to effectively interact with colleagues, clients, and stakeholders.
• Problem-Solving Abilities: Demonstrated ability to identify challenges, analyze situations, and implement effective solutions in a timely manner.
• Adaptability: Capacity to adapt to changing priorities, environments, and demands while maintaining composure and productivity.
• Customer Service Orientation: Commitment to providing exceptional service to internal and external stakeholders, with a focus on meeting and exceeding their needs and expectations.
• Leadership Potential: Exhibit leadership qualities such as initiative, resourcefulness, and the ability to take ownership of tasks and projects.
• Technical Proficiency: Familiarity with office equipment and technology, including printers, copiers, fax machines, and proficiency in using email and internet applications.
• Continuous Learning Mindset: Willingness to engage in ongoing professional development and learning opportunities to enhance skills and stay abreast of industry trends and best practices.
• Experience working with boards and committees is a big plus!

Location

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

Pay & Benefits 

This is a salaried, exempt position with an annual pay range of $70,000 - $75,000.

The A.A. Grapevine offers outstanding health benefits including majority employer paid medical, dental and vision at no cost to the employee, an employer-funded health reimbursement account, long- and short-term disability, and life insurance. We offer generous paid time off including vacation days, sick days, personal days, and paid holidays. Additional benefits include a 403(b) plan with employer contribution, tuition reimbursement program, and salary continuation program, all of which are available after 12 months of employment.

Applying

Click the “Apply” button below to complete our application, we look forward to hearing from you!

A.A. Grapevine 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.

A.A. Grapevine 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 race, color, religion, gender, gender identity or expression, familial status, sexual orientation, national origin, ability, age, height, weight, or veteran status.