Executive Assistant
Recruitment Pack
United Bible Societies is a truly global organisation. We serve 146 Bible Societies working in more
than 200 countries and territories. We need a talented Executive Assistant to work within Global
Financial and Operations and Global Ministry Exchange. These functions are an integral part of our
operation offering facilitation of a rich and inclusive sharing of resources between Bible Societies.
We need a talented Executive Assistant to join these dynamic teams.
Your prime responsibility will be to offer administrative and secretarial services to the two heads of
department and their teams. The role involves communication between team members, event
management and acting as a central point for these geographically dispersed teams.
The successful applicant will be educated to graduate level with experience or a qualification in
management or administration and financial operations. The Executive Assistant will demonstrate
the personal qualities to be able to work in an organisation with a strong Christian ethos and will
uphold the values of the organisation. We will consider applications from those who wish to work
part time.
To apply for this post, send a covering letter and your CV to:
Mrs Olivia Harris
Global HR Manager
E-mail: [email protected]
If you wish to be considered for part-time hours, please indicate in your covering letter.
Salary: £19,000 - £23,000
Hours of work: 37.5 hours per week (part-time hours will be considered)
Work Location: Swindon
Closing date for applications: 1st April 2013
Interviews scheduled: 8-9th April 2013
Job Description
JOB TITLE:
Executive Assistant
RESPONSIBLE TO:
Head of Department (GFS/GME)
JOB GRADE:
Band 2
LOCATION:
Swindon, UK
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BACKGROUND
Key to the international structure in the United Bible Societies are the complimentary services
provided by the Global Ministry Exchange (GME) and the Global Financial Services (GFS). Both
departments manage relationships with Bible Societies that are members of the UBS, assist with
financial and resourcing issues and facilitate a rich and inclusive sharing of cash and in-kind support
between Bible Societies.
JOB SUMMARY
The Executive Assistant serves the two departments; giving administrative and secretarial services to
the two Heads of departments and their teams. The role also involves communication between team
members, event management and acting as a central point for the dispersed teams.
APPOINTED BY
Heads of Departments
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ROLES AND RESPONSIBILITIES
1. Communication: Managing the communications flow and tracking ongoing projects and
assignments in the two departments ensuring deadlines are met, monitoring email and web
based communication and alert team members to required actions.
2. Admin: Providing administrative support to the Head and senior staff of the two
departments, as required.
3. Filing and archiving: Managing the teams’ paper and digital filing system; coordinate the
required financial archives and ensure that archives are maintained for the period of time
required by law.
4. Event organisation: Making appointments, organising meetings, conferences and
conference calls, preparing agendas and meeting document, making travel arrangements
and taking meeting minutes.
5. Budgets: Providing account and budget monitoring support.
6. Desk research: Gathering, collating and presenting information requested by any of the
senior team members.
7. Projects: From time to time managing projects as determined.
8. Any other relevant task as requested by the Heads of departments.
PERSONAL QUALITIES AND COMPETENCES
The successful candidate will have the following qualities and skills. In some cases follow-up training
will be offered by UBS and the candidate is expected to be prepared to attend workshops or other
learning events.
Personal Qualities
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Comfortable working in a Christian organisation with sensitivity to the breadth of church support
that UBS enjoys
Excellent verbal and written communication skills to diverse audiences.
An ability to work collaboratively, a good listener, with a capacity to present information in a
clear way.
Customer orientation with a desire to build good relationships, and being sensitive to different
cultures
Self-motivated, with enough personal confidence to be open to continuous learning and
development
Ability and willingness to undertake international travel if required
Sense of humour and the ability to not take oneself too seriously in the midst of an organisation
in a constant state of growth and change
Essential Experiences and Skills:
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Educated to a tertiary level, with a focus on management, administration or a similarly relevant
field.
Experienced in administrative support, communication and/or event management
An aptitude for, and some experience with financial operations
Experienced in supporting colleagues in keeping deadlines and managing diaries
Fluent in written and spoken English
Knowledge of Microsoft Office and ability to use available IT and communications tools in the
context of a dispersed staff team
Desirable Experiences and Skills
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Financial qualification
Working knowledge of Spanish, French or Russian
Experience of using digital technologies to facilitate communication
International and multi-cultural experience and understanding