Office Assistant Jobs

We consider the employees of Al-Anon Family Group Headquarters, Inc. to be our most valuable resources. We value our employees’ work, and we value our employees’ opinions. We also have the utmost confidence in each employee’s willingness to work harmoniously with one another so that, as a team, the World Service Office (WSO) will continue to provide the service and goodwill that our membership has entrusted to each of us.

We are confident that new employees will find our organization a dynamic and rewarding place in which to work, and we look forward to a productive and successful association.

We offer competitive comprehensive benefits including medical, dental, life insurance, short and long term disability insurance, and a 401K pension plan.

POSITION DESCRIPTION

Title:Office Assistant (Spanish)

Reports to:Executive Coordinator

Job Brief:Performs general office and administrative duties including handling incoming calls to the office, sorting daily cash, and providing administrative support to teams. Supports the organization’s mission by transcribing, compiling, and maintainingThe Forumand other literature and magazine project materials

Specific Duties & Responsibilities:

· Answers, screens, and forwards all non-specific switchboard calls from members and nonmembers in a friendly, welcoming manner.

· Serves as a member of the team responsible for sorting and recording daily cash and check receipts.

· Provides administrative support to the Director of Communications & Community Awareness and this team, including scheduling meetings, preparing communications, and other duties as requested.

· Formats the agenda, retrieves and organizes reference materials, and drafts the minutes for the Public Outreach Committee, Public Outreach Coordinator, and Web Coordinator meetings as requested

· Provides backup for assistants as necessary to ensure Committee and Work Group coverage for meetings, including preparing agendas, compiling materials, and preparing minutes.

· Provides vacation coverage for the WSO postman for Spanish or English as needed.

· Receives and organizes Al-Anon and Alateen member stories forThe Forum,Al-Anon Faces Alcoholism, and current literature projects, thanks the submitter, proofreading during peak periods when necessary, and forwards these to Programs Assistant to add it to the database.

· Writes basic queries for mailing lists and mail merges, mails complimentary copies ofThe Forumto contributors.

· Retrieves original member submissions when requested by the Magazine Editor and theForumEditorial Advisory Committee (FEAC)

· Serves as a backup in answering routine correspondence and phone inquiries from Spanish-speaking members in an Al-Anon/Alateen sensitive manner

· Tracks laptop and device sign outs.

· Assists in technical facilitation of WSO tech team supported events.

· Conducts office tours in Spanish or English as needed

· Other duties as assigned

Requirements:

· Ability to speak, read, and write in Spanish and English in general business context

· Effective verbal and written communication skills with an ability to demonstrate patience and compassion in person, via phone or chat within social media forums, and via mail/email

· Strong organizational skills and ability to prioritize multiple tasks

· Excellent collaboration and interpersonal skills

· Strong problem-solving and decision-making skills

· Basic knowledge of other Microsoft 365 products (Word, Excel, PowerPoint& Outlook)

Education & Experience:

· Associate degree and six months to one year of related experience and/or training; or a High School diploma or general education degree (GED) and two years’ related experience; or equivalent combination of education and experience.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to express or exchange ideas by means of the spoken word. Requires the use of a short-range headset. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close and far vision.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in an office environment. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Work Location:

This job is located at the Al-Anon Family Group Headquarters’ World Service Office in Virginia Beach, VA.

Remote employment will not be considered for this position.