Join our team!
HIT SCOTLAND - ADMINISTRATIVE ASSISTANT
Remote: Home-based (Scotland)
Part-time: 3 days per week
Salary: £27,000 pro rata
Reporting to: HIT Scotland Executive Team
Start Date: End of Summer
ABOUT HIT SCOTLAND
HIT Scotland is a charity dedicated to supporting and inspiring the Scottish hospitality industry. We provide scholarships, leadership development programmes, networking opportunities and career-enhancing experiences that help people at every stage of their hospitality journey.
Working closely with industry partners, sponsors and educational providers, we deliver a diverse programme of events, fundraising activities and leadership initiatives that make a lasting impact across Scotland's hospitality sector.
THE OPPORTUNITY
We are looking for an organised, proactive and detail-oriented Administrative Assistant to support the day-to-day administration of HIT Scotland's activities. This varied role provides administrative support across our events, scholarships, sponsorships, website, finance and the HIT Executive & Leadership Programmes.
This is an excellent opportunity for someone who enjoys working independently, thrives in a fast-paced environment and takes pride in ensuring everything runs smoothly behind the scenes. You'll play an important role in supporting our small, passionate team and helping deliver exceptional experiences for our stakeholders.
KEY RESPONSIBILITIES
Financial Administration
Process event booking invoices and update booking records.
Monitor invoice payments and maintain accurate booking spreadsheets.
Chase outstanding ticket invoices.
Track prize payments and update prize records.
Administer Gift Aid documentation and records.
Support general financial administration as required.
Scholarships Administration
Send post-scholarship feedback and expense claim information.
Process scholarship administration, including API applications for the Lausanne Scholarship.
Design, produce and distribute scholarship certificates.
Monitor and track scholarship communications.
Sponsorship Administration
Update sponsor montages and promotional materials.
Upload sponsor information to the HIT Scotland website and Transpond.
Maintain sponsor ticket allocations across event booking systems.
Events Administration
Compile and maintain guest lists.
Coordinate event photography galleries.
Prepare prize images and prize vouchers.
Issue prizes to winners.
Support venue logistics including accommodation, site visits, event set-up and coordination.
Provide administrative support for the HIT Scotland Leadership Conference and other events.
Update event and programme information on the website.
Coordinate Industry Advisory Board (IAB) meeting venues.
Assist with social media content for the Executive & Leadership Programmes.
Website Administration
Maintain website content to ensure information remains accurate and up to date.
Update event, scholarship and programme pages as required.
Executive & Leadership Programmes
Create and maintain application forms, registration forms and feedback surveys.
Maintain the programme master spreadsheet and participant records.
Prepare mail merges and programme documentation for participants and delivery partners.
Manage programme registrations and participant communications.
Send welcome packs, joining instructions and pre-course reading.
Produce participant feedback reports and analyse survey responses.
Design, produce and distribute programme certificates.
Maintain programme schedules, deadlines and closing dates.
Support financial administration for the programmes.
Coordinate Industry Advisory Board meetings, including agendas, minutes and action tracking.
Maintain partner contact information and programme databases.
Assist the Programme Director in gathering success stories, testimonials and photography for marketing and social media.
Support alumni engagement and database management.
WHAT YOU’LL BRING
Essential Experience & Skills
Previous administrative experience.
Excellent organisational skills with the ability to manage multiple priorities.
High level of accuracy and attention to detail.
Strong written and verbal communication skills.
Confident using Microsoft Office, particularly Excel, Word and PowerPoint.
Ability to work independently while managing competing deadlines.
Professional, friendly and customer-focused approach.
Preferred
Experience working within the charity, hospitality, events or education sectors.
Experience of working with Google Drive and Gmail.
Experience using Canva or similar design software.
Experience supporting meetings and producing agendas and minutes.
PERSONAL ATTRIBUTES
Highly organised and self-motivated.
Excellent attention to detail.
Positive, flexible and adaptable.
Strong problem-solving skills.
Comfortable working remotely and managing your own workload.
Enjoys working as part of a small collaborative team.
Passionate about delivering excellent service and supporting the hospitality industry.
WHY JOIN US
Benefits & Perks
Home-based, flexible working.
Part-time role (3 days per week).
34 days holiday including Bank Holidays (pro rata).
Up to 3% matched pension contribution.
Critical illness cover.
Opportunity to work with one of Scotland's leading hospitality charities.
Varied and rewarding role supporting industry-leading events and development programmes.
Opportunity to contribute to initiatives that make a real difference to people and businesses across Scotland's hospitality sector.
Professional development opportunities.
Friendly, supportive and collaborative team environment.
HOW TO APPLY
If you're an organised administrator who enjoys variety, takes pride in delivering high-quality work and would like to support the future of Scotland's hospitality industry, we'd love to hear from you.
Please send:
Your CV.
A short cover letter (no more than two pages) outlining:
Why you're interested in the role.
How your experience aligns with the position.
What you would bring to the HIT Scotland team.
Email applications to: kirsty@hitscotland.co.uk
Closing date for applications: Wednesday 12th August 2026
Start Date: End of Summer