Who are we?
United Bible Societies (UBS) is a global fellowship dedicated to making the Bible accessible to everyone, forming a network of 155 independent Bible Societies operating in 240 countries and territories worldwide. The strategic and operational needs of the UBS members are supported by the Global Mission Team (GMT).
JOB TITLE: Executive Assistant for the Bible Ministry Department
DEPARTMENT: Bible Ministry
RESPONSIBLE TO: Executive Director Bible Ministry
JOB GRADE: E
LOCATION: Global – home or Hub (based on location)
BACKGROUND
Key to the international structure in the United Bible Societies are the services provided by the departments and teams of the Global Mission Team (GMT). All departments offer support to and manage relationships with Bible Societies that are members of the UBS. The Bible Ministry Department supports the mission and ministry aspects of the UBS fellowship and comprises the following teams: Global Bible Translation, Global Bible Publishing and Distribution, Bible Ministry Technology, Bible Translation Management and Monitoring, Bible Engagement and Literacy.
JOB SUMMARY
The Executive Assistant for the Bible Ministry Department serves the department by giving administrative and secretarial services to the Executive Director of the department and to the various teams. The role also involves communication between teams and team members, event management, and acting as a central point for the dispersed teams. Furthermore, the Executive Assistant will be asked to support teams within the Bible Ministry department with specific tasks such as in the area of project management.
APPOINTED BY
Executive Director of Bible Ministry
ROLES AND RESPONSIBILITIES
1. Assisting the Executive Director (ED) with day-to-day tasks and organisation and periodic events and projects, this includes:
- Communication: Contacting department members, other GMT members, and external partners on behalf of the ED.
- Task Management: Supporting the ED to keep track of deadlines, prioritise and track tasks.
- Diary Management: Scheduling meetings on behalf of the ED.
- Administrative support: Assisting with various projects, events, and documents.
- Budget: Providing account and budget monitoring support, as required.
- Desk research: Gathering, collating, and presenting information about the Department’s activities for reports and system updating.
2. Assisting the various teams of the Bible Ministry Department, this includes:
- Liaison: Liaising between departments, supporting collaboration and information sharing. Supporting hiring and contract renewal processes by being the liaison between the People Team and Bible Ministry team leaders.
- Event organisation: Making appointments, organising meetings, conferences, and video calls, preparing agendas and meeting documents, making travel arrangements, and taking meeting minutes.
- Communication: Managing the communications flow and tracking ongoing projects and assignments in the department, ensuring deadlines are met, monitoring email and digital communication, and alerting team members to required actions.
- Projects: Managing projects as determined.
- Filing and archiving: Managing the department’s filing systems: maintain and coordinate the archives.
- Website Updating (external and internal): Collaborate with the Fellowship Effectiveness team to maintain, develop, and update the department information displayed online.
- Administrative Support of The Bible Translator academic journal: Periodically sending journal copies to contributors and managing access to the digital version of the journal, in consultation with the editorial team.
3. Assisting the GMT, as required, this includes:
- Organising and collaborating with other Executive Assistants (EAs): Periodically supporting virtual and in-person events on the GMT level according to need and as authorised by the ED.
- Department Representative: If requested by the ED: Representing the department on the user level in consultations about new strategies or platforms organised by other departments or suggesting the most appropriate team member to be involved.
- Depending on location: Collaboration with the other EAs in maintaining the hub service (visitors, communication, hub meetings, bookings, etc.)
4. Any other relevant task as requested by the ED.
Essential Skills and Experience
- Excellent verbal and written communication skills in English.
- Experienced in operating in a multi-cultural environment with sensitivity to different world views.
- Comfortable working in a Christian organisation with sensitivity to the breadth of church traditions which UBS enjoys.
- Ability to work in a virtual environment with dispersed teams and distance relationships.
- Ability and willingness to travel occasionally nationally and overseas.
- An ability to work collaboratively, a good listener, with a capacity to present information in a clear way.
- Educated to a tertiary level, with a focus on management, administration, or a similarly relevant field.
- Self-motivated, open to continuous learning and development.
- Experienced in the use of digital communication tools and MS office tools.
- Experienced in administrative support, communication, and/or event management.
Desirable Skills and Experience
- The ability to communicate confidently (verbal and written) in a language other than English.
- Experience of working with global networked teams, and a track record in using all available communication tools in the context of a dispersed staff team.
- International and multi-cultural experience desirable.
How to Apply
To apply for one of these exciting opportunities, please submit the following three documents by email to [email protected] by the closing date given below. Please enter JOB TITLE as the email subject (if you wish to apply for multiple roles please send separate emails):
- Your up-to-date CV.
- A cover letter outlining your suitability for this role.
- A document outlining three key achievements (max 600 words total)
Applications Closing Date: 25 May 2025 (All applications must be received by midnight GMT)