Memberships Executive

Job title:

Memberships Executive

Company

Ascot Racecourse

Job description

Who we areWelcome to Ascot where tradition meets innovation and excitement is the heartbeat 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-scenes heroes that bring every intricate detail to life.​As one of the world’s leading racecourses, Ascot is renowned for its rich heritage spanning over 300 years. But we are not bound by the past; we’re driven by the pursuit of excellence in everything we do.​From hosting our flagship event, Royal Ascot, to pioneering sustainable practices, we are committed to building a global lifestyle brand, wrapped around the world-class horse racing we stage.​At Ascot we believe in preserving the beauty of our surroundings and minimising our ecological footprint. From eco-friendly initiatives to community engagement programs, we strive to make a positive impact on both the environment and the lives of those around us.​​What we are looking forWe are currently seeking a Memberships Executive to join our Memberships team, based in our offices at the racecourse in Ascot, Berkshire.​As the Memberships Executive, you 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 Senior 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 Executive will provide day to day administrative support for the department, and will also be allocated project management roles on specific departmental projects.​​​What you’ll be doing​General

• Department administrative support for annual membership and box renewals – such as coordinating print and collateral orders, 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
• Assist in raceday planning and Member support

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

• Subject matter expert on Royal Enclosure Member FAQs, acting as first point of call for RE temporary team member questions, and supporting the RE Manager in the day to day running of the Royal Enclosure Office, including Day to day responsibility for supporting Royal Enclosure members with booking queries via email or telephone, in a timely and courteous manner
• Support the onboarding of the temporary staff for the Royal Enclosure Office, and the training and operation of Dress Code Assistants
• 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 and managing the Royal Enclosure inbox to ensure emails 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 development and fulfilment of the annual Membership packs and Christmas gifts
• Support the Membership Manager, in the redevelopment of Colts & Fillies, and ‘Star Card’, young membership propositions
• Oversee the management of Ticket Office West on Ascot racedays for general member queries

​Annual Boxes

• Day to day contact and administrative service to the Membership, including, updating Dynamics Database, raising contracts for renewals, processing incoming post, managing all purchase orders and invoicing
• Support the send of the Plan Your Day email communications by providing the relevant boxholder data, in collaboration with marketing and 1711
• Oversee the Box dispatch in conjunction with the Ticketing team
• Administer the raising and signature of boxholder contracts for any renewals and new clients
• 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)

​​Skills and experience you can bring

• Previous proven experience working in an administrative role
• 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
• Ideally 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

​What you can expect from us

• A best-in-class welcome with a tailored induction and racecourse tour, as well as a wide range of training schemes to help with your learning and development
• Access to a range of wellbeing support for yourself and your family including a dedicated Employee Assistance Programme and Healthcare support app with 24/7 virtual GP access
• Opportunity to make an impact in our Volunteer week with a day out of the office to support local community and charity partners
• End of year offices closed (extra 2 days annual leave added to your entitlement)
• 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 let’s not forget, invitations to our monthly social nights as well as annual parties and afternoon teas to celebrate our most special occasions throughout the year.​What sets us apart from the restWe take pride in our commitments to make a positive change for now and future generations to come, whether through our Diversity and Inclusion strategy and training programmes, our award-winning ‘Racing To Zero’ sustainability actions, or our forward-thinking employee benefits including flexible working and menopause policies, as well as health and EAP support access.​We are also proud of our community outreach which includes a volunteering week for all employees to spend time supporting local charities.​Our Diversity and Inclusion VisionWe are committed to ensuring guests from all backgrounds and communities feel welcome at the Racecourse and are working to ensure our internal teams are nurtured within a supportive and inclusive environment. Our mission is to eliminate discrimination and prejudice of any kind at our venue and throughout our business. By educating and implementing meaningful actions across all that we do, we can make certain that Ascot is a place for everyone to enjoy. As an equal opportunities employer, Ascot Racecourse is committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership. We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join our company.​How to applyApplications will close on 29 November 2024. We reserve the right to close this vacancy early should a suitable candidate be identified.​For assistance with your application or should you require an alternative application format, please contact .​Share this jobClosing Date29/11/2024LocationAscot Racecourse Ltd (ARL)DepartmentMembershipsJob TitleMemberships ExecutiveCityAscotCountryUnited Kingdom

Expected salary

Location

Ascot, Berkshire

Job date

Wed, 06 Nov 2024 04:01:03 GMT

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