Legal, Licensing, & Intellectual Property Associate

Alcoholics Anonymous World Services, Inc.; New York (NY); Hybrid; USD 62,000 - 65,000; Full time

Benefits offered by this job

Health benefits

403(b) plan

Paid time off (3 weeks)

Sick leave

Holidays

Job summary

Alcoholics Anonymous World Services, Inc. in New York City seeks a LLIP Associate to protect and share AAWS’s intellectual property while supporting its global services.

You will prepare, review, and track contracts, international licenses, copyright records, and maintain department records and portals. Reporting to the Director, the role offers exposure to legal operations, international licensing, and IP work.

Qualifications

• Advanced organizational, research, and document management skills.
• Ability to track deadlines and maintain accurate records across systems.
• Excellent written and verbal English; Spanish bilingual is a plus.
• Familiarity with contracts and licensing documents.
• Experience with databases, Excel, and Smartsheet.
• Proficient in Microsoft Office; able to handle confidential information.

Responsibilities

• Maintain licensing records and track expirations by country.
• Provide updates on licenses near expiration and returns.
• Update department portals for accuracy.
• Conduct regular data audits to fix inconsistencies.
• Track U.S. Copyright Office registrations and records.
• Prepare and review contracts and licensing information.
• Oversee digital platform for processing contracts, licensing, IP docs.
• Collaborate to gather information for document completion.
• Serve as liaison for Spanish-speaking entities.
• Assist on other projects as needed.

Skills

Organizational skills

Research skills

Document management

English proficiency

Spanish bilingual

Legal documents familiarity

Excel & Smartsheet

Microsoft Office

Confidentiality handling

Education

College coursework

Tools

Excel

Smartsheet

Relational databases

Job description

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 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 Legal, Licensing & Intellectual Property (LLIP) Associate plays an important role in protecting and responsibly sharing AAWS’s intellectual property while supporting its service to the Fellowship worldwide. Working with colleagues and international General Service Offices, the Associate prepares, reviews, and tracks contracts, international licenses, copyright records, and other legal documents; maintains accurate department records and portals; and helps keep complex processes moving efficiently.

Reporting to the Director of the department, this position offers an opportunity to work across legal operations, international licensing, copyright, and intellectual property within a mission-driven organization. It is ideal for an organized, curious, and detail-oriented professional who enjoys research, collaborative problem-solving, and managing work that requires accuracy and follow-through. Experience with legal documents, contracts, and licensing is strongly preferred, and Spanish-language proficiency is a plus.

Responsibilities

• Maintain licensing records lists by tracking licenses sent to International General Service Offices, research records and track expirations of licenses by country, and track when renewal licenses are sent and returned.
• Provide the Senior Licensing Administrator with regular updates on licenses near expiration dates, licenses returned, and other important information.
• Assist in the maintenance and update of the department portals to ensure accuracy.
• Conduct regular audits to identify and correct data inconsistencies or errors.
• Assist in the maintenance and tracking of items in the U.S. Copyright Office (i.e., registration, and record tracking)
• Prepare and review contracts, licensing information, IP and other legal documents accurately and in a timely manner.
• Oversee the digital platform for efficient processing of contracts, licensing information, IP, and other documents ensuring compliance with relevant regulations and company policies.
• Collaborate with team members to gather necessary information for document completion.
• Act as a liaison for Spanish-speaking entities, communicating effectively verbally and in writing to facilitate clear communication.
• Assist on other projects as needed.

Required Skills

• Must possess advanced organizational, research, and document management skills.
• Demonstrated ability to manage detailed records, track deadlines, and maintain accurate information across multiple systems.
• Excellent written and oral communication skills in English, Spanish bilingual is a plus.
• Familiarity with legal documents including contracts and licensing.
• Familiarity with basic database and Excel and Smartsheet list creation and maintenance.
• Strong proficiency in Microsoft Office operating systems
• Sound judgment and discretion, and the ability to handle confidential and sensitive legal, licensing, and intellectual property information.

Qualifications

• Relevant coursework completed at the college level.
• Minimum 2 – 5 years of work experience in an administrative, data entry, research, or similar capacity.
• Interest in international relations and languages is a plus.

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.

This is a non-exempt position with an annual pay range of $62,000 - $65,000 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.

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 [e-mail] 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 [e-mail].