Horsemen Hospitality Event Coordinator

Keeneland Association Inc•Lexington, KY

16d

About The Position

This position will report to the Horsemen Relations Manager and focus on Keeneland’s Horsemen and core clientele by providing concentrated efforts related to experience, convenience, and consistency. This role will represent Keeneland as a first impression among our core clients, and will oversee events, hospitality, reservations and corresponding programs in celebration or recognition. ESSENTIAL DUTIES AND RESPONSIBLITIES The above is not meant to be an exhaustive list of duties, as additional duties will be assigned.

Requirements

Must be available on nights and weekends during peak seasons.
Excellent interpersonal, verbal, and written communication skills.
Organized, solution oriented, and flexible.
Strong work ethic and the ability to make judgement calls in important situations.
Detailed oriented nature to ensure all event components are executed at the highest level.
Self-starting qualities and the desire to problem solve in a fast-paced setting.
The ability to see a project to completion and meet deadlines.
Discretion when working with the high-end Keeneland Sales and Racing clientele.
Strong computer skills including Excel, Word, and Adobe.

Responsibilities

Coordinate race day accommodations for Sales Team Members as well as Stakes and Non-Stakes horsemen including but not limited to dining and ticketing accommodations, parking, and hotel accommodations.
Work with departments within Keeneland to execute horsemen related hospitality.
Assist with ETix training for necessary supporting positions.
Reconcile daily iCard charges to ensure all Horseman billing is correct.
Management of the undercard Julep Cup Program and Milestone Trophy Program including tracking, ordering, engraving, packaging and delivery.
Coordinate recognition and hospitality of leading Owner/Trainer/Jockey.
Work with Special Events to review and approve menus and details for any events executed.
Manage a master guest list for all events and keep updated with most accurate contact information.
Work and execute events as assigned to ensure the highest level of service is provided. Events to include but are not limited to: Paddock Party Equestrian Room New Building Activations Book 1 Brunch Book 1 Celebration Barn Activations
Assist Horsemen Relations Manager with additional Sales and Racing events throughout the year as needed including the Championship Sale.
Management of the Million Dollar Gifting Julep Cup Program during the September, November, and January Sales.
Management of Sales Sponsored Race Julep Cups.
Manage execution of the Sales Gifting program with an emphasis on high impact and functional items that tie Sales Clients to the Keeneland Brand throughout the year. Items kept in stock to be inventoried throughout the year. These items to include but are not limited to: Million Dollar Horse Celebratory Gifting Personalized Gifting Mare Recruitment Gifting
Work with internal team members on idea generation, sourcing, packaging, assembly execution, and delivery of gifting items.
Create and update a record of Standard Operating Procedures for the department to ensure that all processes are recorded and outlined.
Create form documents and communication overviews to ensure a cohesive voice and communication style throughout the department.
Create and update projects lists throughout the year to ensure timely execution of activations and event elements.
Manage and update budgets for events which the position is over.