Job Description

Title of Post: Event Coordinator (fixed term)

Duration: February 2026 until 1st December 2026

Hours: Between 25 - 37.5 hours considered flexible across the office opening hours which are Monday - Friday 9am - 5pm)

Location: Fitwise office, Seafield, West Lothian (mix of home and office working available)

Responsible to: Director of Events

Salary: 24,570 Full Time Equivalent (FTE)

At Fitwise we specialise in association and educational event management, and we have an exciting opportunity for an Event Coordinator to join our team as Maternity cover, on a fixed term contract from February until 1st December 2026.

Job purpose:

To provide comprehensive administrative and event coordination support, ensuring smooth and efficient operations.

Principle accountabilities / objectives:

To support the events team in the planning and execution of events. The Event Coordinator ensures a high level of customer service for all stakeholders, both internal and external, contributing to successful and seamless event experiences.

Main duties and responsibilities include:

Provide administrative support to the events team across various events as needed.

Liaise with speakers, exhibitors and other key event contacts.

Assist with responding to event enquiries from all stakeholders.

Create event information/collateral as required.

Co-ordinate event preparation such as organising event materials and equipment.

Liaise with finance department to ensure finance queries are dealt with efficiently.

Research and book travel and accommodation.

To attend events as part of the onsite events team.

Skills / knowledge and qualifications:

Required:

IT proficient (Outlook, Word, Excel, PowerPoint)

Ability to quickly learn and be confident in the use of IT systems and platforms.

Confident and friendly telephone manner.

Clear and concise written and verbal skills.

An innate desire to help people and solve problems.

Attention for detail and accuracy.

Methodical approach to work and time management and has the ability to prioritise workloads.

Works well within the team and is self-motivated.

Presents a personal image of pride and professionalism.

A willingness to travel within the UK to attend our events as part of the onsite team.

Desirable:

Experience of working in an office environment

Experience of working within the event or conference sector.

An awareness of financial processes including invoicing.

Working Environment:

The Fitwise Office is in Seafield, West Lothian

The office location is 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.

This is a hybrid role, and we are happy to accommodate a combination of home / office working (Usually 2 days in the office and 1 at home).

Requirement to attend several events each year (2-3) which will often involve a couple of overnight stays each.

Requirement to work occasionally outside normal working hours including evenings and weekends (time in lieu or overtime payment) to attend events (2-3 times per year).

Remuneration Package

24,750 (FTE) (plus overtime)

Paid overtime or time-in-lieu for any additional hours worked over contract

Company Contributory Pension

Holidays are 30 days per year (pro-rata for part time employees) - these include all stat/Bank holidays

Job Types: Temporary, Fixed term contract
Contract length: 10 months

Pay: 24,570.00 per year

Work Location: In person