Contract: Permanent
Hours: Full time(37.5 hours per week, Mon – Fri, 9am – 5pm)
Location: Fitwise Office, Blackburn House, Seafield, West Lothian (mix of home and office working available)
Responsible to: Senior Association Manager
Job Purpose:
To provide high-level, comprehensive secretarial, administrative, and organisational governance support to Fitwise clients, ensuring seamless and efficient operations.
Main Duties and Responsibilities:
Organisational governance:
· To develop an understanding of clients' memorandum and articles of association, constitutional matters, and governance obligations.
· To exhibit proactive problem-solving and decision-making skills
· To proactively identify opportunities for process improvement and implementing solutions.
· To maintain confidentiality of highly sensitive information.
· To advise and promote organic business opportunities for Fitwise.
Administration:
· To coordinate and attend regular client meetings, both in person and virtually.
· To accurately produce high-level, formal meeting minutes.
· To arrange meeting necessities such as venue, catering, travel, and accommodation
· To coordinate and deliver webinars.
· To efficiently oversee and manage client email account/s, including handling incoming and outgoing correspondence, organising emails, prioritising and responding promptly to inquiries, and ensuring effective communication with clients in accordance with company protocols and standards.
· To compile data and present comprehensive reports to the client.
· To efficiently manage client files and documents, utilising platforms like Microsoft Teams.
· To maintain meticulous record-keeping practices to ensure the accuracy and integrity of client files.
· To draft, coordinate, implement, and ensure timely review of all Standard Operating Procedures (SOP), maintaining compliance with specified time frames.
· To attend client annual conference/s to provide onsite support.
· To serve as the primary point of contact for all inquiries.
· To process client expenses for payment.
· To update client website/s.
· To update official governing body records (e.g. Companies House & Charities Commission)
· To manage client election and voting process.
· To develop timelines and adhere to them diligently.
Other Duties
· To provide Executive Assistant cover for colleagues during period of absence.
· To manage client membership databases as required.
· To provide administration support for other areas of the clients’ business as required.
· To undertake other duties as required by Fitwise Management Ltd
Skills / Knowledge and Qualifications:
Secretariat experience:
· Educated to a minimum of HNC level in a relevant area, such as business studies, secretarial or IT.
· Experience working as a Personal Assistant (PA) or Executive Assistant (EA).
· Proven ability to interact with those working at executive/director level.
· Experience in delivering high-quality administrative support.
· Experience in coordinating and managing in-person and virtual meetings.
· Expertise in producing high-level, formal meeting minutes.
· Exceptional organisational and time management skills.
· Ability to prioritise tasks and manage multiple projects simultaneously.
Soft skills:
· Exemplary written and verbal communication skills.
· Ability to deliver clear and concise reports.
· Strong interpersonal skills for client interactions and team collaboration.
· High level of accuracy and attention to detail in all aspects of work.
· Ability to maintain thorough and precise records.
· Strong commitment to providing excellent client service.
· Maintains a professional demeanour.
· Experience in coordinating and managing webinars.
· Proficient in using Microsoft Office Suite, in particular Outlook, Word, Excel, PowerPoint, and Teams
· Confident in using digital tools and platforms.
Desirable:
· Possess at least a basic understanding of associations/societies/membership organisations/charities.
· Possess at least a basic understanding of memorandum and articles of association, constitutional matters, and governance.
· Experience in a similar role or with associations/charities or third sector.
· Experience in writing policies, processes and procedures.
Company overview
We are a specialist company providing tailored association management, secretariat services, and event delivery to a portfolio of UK and international membership organisations. As a trusted partner to professional associations, we offer strategic, operational, and logistical support — including finance, governance, membership, marketing, and event management. With a close-knit team of 30 professionals, we are proud of our reputation for reliability, service excellence, and sector insight.
We have an exciting opportunity for an Association Executive to join our team. The post-holder will provide high-level, comprehensive secretarial, administrative, and organisational governance support to Fitwise clients, ensuring seamless and efficient operations.
This role is ideal for a motivated individual who excels in maintaining high standards and has a background as a Personal Assistant or Executive Assistant.
This is a hybrid role, and we are happy to accommodate a combination of home and office working (minimum 3 days in the office). All new starts are however expected to be in the office full time for the initial training period.
Why work for Fitwise?
We are hugely proud to hold the Platinum Investors in People (IIP) award. This is testament to how we treat our team. “Your people love working for you, saying that Fitwise is like a family” (IIP report, January 2024).
Fitwise is also an employee-owned company, which means that you will have an opportunity to have a real stake and interest in the company.
Additional benefits include overtime/time in lieu for any hours worked above the core contracted hours (37.5hrs per week), and pension contribution.
We are committed to equality of opportunity, to being fair and inclusive, and to being a place where all belong. We therefore particularly encourage applications from candidates who are currently underrepresented at Fitwise Management Ltd., including people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQI+ people.
The office location is not well served by public transport (postcode EH47 7AQ). While the office is on a bus route, access can be tricky, and we encourage candidates to take this into consideration. There is plenty of free parking available.
Job Type: Full-time
Benefits:
- Casual dress
- Company events
- Company pension
- On-site parking
- Sick pay
- Work from home
Ability to commute/relocate:
- Bathgate EH47 7AQ: reliably commute or plan to relocate before starting work (preferred)
Experience:
- Administrative: 2 years (required)
Work Location: Hybrid remote in Bathgate EH47 7AQ
