_{Welcome 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.​
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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.
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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.

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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.

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The Role

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.

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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)

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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  

· 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

Closes 12th January 2026