Job Description

Who we are

Welcome to Ascot where tradition meets innovation and excitement is theheartbeat of our business.


We are a destination for over 500,000 guests each year where passion,elegance, and celebration converge, and it is our team of behind-the-scenesheroes that bring every intricate detail to life.


As one of the world's leading racecourses, Ascot is renowned for itsrich heritage spanning over 300 years. But we are not bound by the past; we'redriven by the pursuit of excellence in everything we do.


From hosting our flagship event, Royal Ascot, to pioneering sustainablepractices, we are committed to building a global lifestyle brand, wrappedaround the world-class horse racing we stage.


At Ascot we believe in preserving the beauty of our surroundings andminimising our ecological footprint. From eco-friendly initiatives to communityengagement programs, we strive to make a positive impact on both theenvironment and the lives of those around us.

What we are looking for

We are looking for a Memberships Executive based at Ascot Racecourse.


The role will have split responsibilities across all stakeholder groups within the Memberships department, with primary focus on providing cross departmental administration support, working closely with the Royal Enclosure Manager, Membership Manager and Annual Boxes Manager, to deliver excellent client services to our key stakeholder groups across the Royal Enclosure, Ascot Annual Memberships and Annual Lease Boxholders, and to support the development and progress of Membership propositions.


The Memberships & Annual Boxes Executive will provide day to day administrative support for the department, and will also be allocated project management roles on specific departmental projects.


This is a full time, permanent role.

What you will be doing

General

Department administrative support for annual membership and box renewals such drafting brochure updates, testing renewal software, updating CRM databases, raising contracts and renewals, purchase orders and invoicing etc. In liaison with the Marketing department, use DotDigital to prepare, schedule and send email communications to stakeholder groups. Manage email inboxes for stakeholder groups e.g. Royal Enclosure and Memberships. Assist in raceday planning and Member support.

Annual Boxes

Provide daily administrative support for Annual Boxholders, including database updates, contract renewals, financial processing, and accurate logging and tracking of any complaints or service issues. Support all Boxholder email communications including Plan Your Day and other service or marketing updates using DotDigital. Oversee the Box dispatch in conjunction with the Ticketing and Fulfilment teams. Manage the preparation and return of new and renewal contracts. Assist with regular box checks to ensuring all boxes are in good working order, reporting any maintenance issues or damage promptly with Facilities and Operations. Deal with all aspects of after sales care including but not limited to administration duties for Boxholders (i.e. organising access for suppliers and liaison with facilities)

Royal Enclosure

Royal Enclosure focused duties will predominantly take place from January to June each year, in support of the build up to Royal Ascot.

Support the recruitment and onboarding of the temporary staff for the Royal Enclosure Office, and the training and operation of Dress Code Assistants. Subject matter expert on Royal Enclosure Member FAQs, supporting the RE Manager in the day to day running of the Royal Enclosure Office as required, including providing an experienced presence for the RE Temp team when needed. Oversee the running and act as lead point of contact for the team, and escalation of issues, in Car Park 1 ticket office during Royal Week. Working closely with the Royal Enclosure Manager and Senior Membership Manager, prepare badge sales data on a weekly basis for the fulfilment team, demonstrating excellent attention to detail in managing and tracking batches, and liaising with the Fulfilment Temporary Team. Working closely with the Royal Enclosure Manager and fulfilment administrator, prepare Royal Mail postal labels and manifests for fulfilment dispatch. Primary year-round contact for Winning Post Gazebo holders, Car Park 1 and 2 berth holders. Act as lead point of contact for specified VVIP stakeholders as required. July December, solely take responsibility for processing new member applications, including fulfilment, and managing the Royal Enclosure inbox and phoneline to ensure queries are responded to in a timely manner.

Annual Memberships

Ensure timely and accurate response to enquiries from existing and prospective members. Assist with the process of any Members payments/purchases and liaise with Accounts department regarding non-payment or chasing of invoices. Coordinate the fulfilment of the annual Membership packs and Christmas gifts. Support the Membership Manager, in the management of Colts & Fillies, and 18|25 young membership propositions, including preparing and sending regular communications, and supporting the planning and delivery of raceday activities for these groups Oversee the management of Ticket Office West on Ascot racedays for general member queries.

Other Responsibilities

Such other duties and operational projects as the department and company may, at times, reasonably require.

Qualifications/Skills and Experience

Should be degree (or equivalent) educated Highly developed customer service skills Excellent oral and written communication skills at all levels Excellent administrative skills Excellent ICT skills, e.g. Microsoft Outlook, PowerPoint, Word and Excel Experience of CRM or Ticketing platforms beneficial, though not essential

Competencies

Possess core competencies to promote Ascot as a world class racecourse and to ensure that all customers receive the best possible level of service. These include:

Ability to work under pressure and deliver deadlines Ability to communicate in a proactive and positive manner at all stakeholder levels Flexible can-do attitude to the role High level of attention to detail and accuracy Proactive and able to work independently on projects, and use own initiative Ability to work in an open office environment and become a key team member Integrity, discretion, commitment and diplomacy

What you can expect from us

A best-in-class welcome with atailored induction and racecourse tour, as well as a wide range of trainingschemes to help with your learning and development Access to a range of wellbeing support for yourself and your familyincluding a dedicated Employee Assistance Programme and Healthcare support appwith 24/7 virtual GP access Opportunity to make an impact in our Volunteer week with a day out ofthe office to support local community and charity partners End of year offices closed (extra 2 days annual leave added to yourentitlement) Time Off in Lieu (toil) for working weekend race days Clothing and hat hire Complimentary race day entry for friends and family Exclusive discounts in local shops and cafes Exclusive discounts from selected partner brands and suppliers

And lets not forget,invitations to our monthly social nights as well as annual parties andafternoon teas to celebrate our most special occasions throughout the year.

What sets us apart from the rest

We take pride in our commitments to make a positive change for now andfuture generations to come, whether through our Diversity and Inclusionstrategy and training programmes, our award-winning Racing To Zerosustainability actions, or our forward-thinking employee benefits includingflexible working and menopause policies, as well as health and EAP supportaccess.


We are also proud of our community outreach which includes avolunteering week for all employees to spend time supporting local charities.

Our Diversity and Inclusion Vision

We are committed to ensuring guests from allbackgrounds and communities feel welcome at the Racecourse and are working toensure our internal teams are nurtured within a supportive and inclusiveenvironment. Our mission is to eliminate discrimination andprejudice of any kind at our venue and throughout our business. By educatingand implementing meaningful actions across all that we do, we can make certainthat Ascot is a place for everyone to enjoy. As an equal opportunitiesemployer, Ascot Racecourse is committed to the equal treatment of all currentand prospective employees and does not condone discrimination on the basis ofage, disability, sex, sexual orientation, pregnancy and maternity, race orethnicity, religion or belief, gender identity, or marriage and civilpartnership. We aspire to have a diverse and inclusive workplace andstrongly encourage suitably qualified applicants from a wide range ofbackgrounds to apply and join our company.

How to apply

Applications will close on 12th January 2026. We reserve theright to close this vacancy early should a suitable candidate be identified.


For assistance with your application or should you require analternative application format, please contact hr@ascot.com.