Tournament Guest & Protocol Coordinator

Rugby World Cup Limited; Sydney; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Hybrid work model

CBD Sydney location

Wellbeing programs

Team events

On-site facilities

Job summary

Rugby World Cup Australia (RWCA) seeks a Tournament Guest and Protocol (TGP) Coordinator to support planning and delivery of the TGP Programme for the Men’s Rugby World Cup 2027. Based in Sydney, you will assist with guest management, travel bookings, arrivals, communications, ticketing, and match-day experiences to create an exceptional Australian-hosted event.

The role requires 1–2 years in coordination or hospitality, strong organisational and communication skills, and the ability to work

Qualifications

• 1–2 years' experience in coordinator, administration, events, guest relations or hospitality.
• Exceptional organisational skills with the ability to manage competing priorities and tight deadlines.
• Proven stakeholder and guest management experience with high-value audiences.
• Excellent written and verbal communication, professional discretion with senior guests.
• Experience using CRM, database or event management systems.
• Experience coordinating travel arrangements and guest logistics.

Responsibilities

• Support guest lists input and management with Guest Group Managers.
• Monitor guest registrations in the Tournament Management System and manage bookings.
• Respond to TGP programme participants and partners through approved channels.
• Maintain accurate guest records, provide reports and collate feedback.
• Coordinate seating plan approvals, ticketing distribution and on-site staff support.
• Assist with on-site delivery across HQ and match venues and hotels.

Skills

Organisational skills

Stakeholder management

Communication skills

Travel coordination

Adaptability to shift work

Tools

CRM systems

Event management systems

Database tools

Job description

Closing date for applications is 8th November 2026

Full-time Fixed Term Contract starting January 2027 until November 2027
Location: Sydney (Gadigal), Australia

Rugby World Cup Australia (RWCA) is proud to deliver one of the world's most iconic sporting events — Men's Rugby World Cup 2027. More than a tournament, it's a celebration of Rugby's spirit, Australia's culture, and the power of sport to unite and inspire communities around the world.

Rugby World Cup Australia is seeking a Tournament Guest and Protocol (TGP) Coordinator to play a key role in the delivery of Rugby World Cup 2027, supporting the planning and delivery of the Tournament Guest and Protocol Programme. Based in the Sydney CBD and reporting to the Senior TGP Manager, you will work in collaboration with World Rugby and a range of tournament functional areas to seamlessly plan and operationally deliver core elements of the TGP Program. You will assist with guest invitation management, travel and accommodation bookings, and arrivals and departures, along with guest communications, ticketing, and match day experience, ensuring a world class and uniquely Australian experience at the Men's Rugby World Cup 2027.

With a keen interest in guest management and programming, you will play a pivotal role in delivering a world-class guest experience for dignitaries, government representatives, rugby stakeholders and VIP guests. This is an exciting and unique opportunity to be a part of a global event that will set new standards and drive the growth of rugby. We are looking for candidates who are passionate about sport, understand the power it has to make a difference and have a strong commitment to promoting diversity and inclusion. You will be part of a team that aims to inspire a new generation of fans and participants.

Key responsibilities include but are not limited to:

• Support the preparation, input and management of guests lists in collaboration with Guest Group Managers.
• Monitor guest registrations in the Tournament Management System, progressing or escalating bookings as appropriate.
• Within the role's scope of responsibilities respond to TGP Programme participants and partners through approved channels.
• Maintain accurate guest records, provide up-to-date reports and collate feedback across all matches.
• Liaise closely with the Transport, Arrivals and Departures, and Accommodation functional areas to ensure service levels are maintained across the TGP Programme, including handling live changes and ensuring all service delivery partners are updated.
• Assist the Senior TGP Manager to coordinate seating plan approvals, ticketing distribution and provide assistance to TGP Venue staff on-site, both from Tournament HQ and in match venues and TGP hotels throughout the Rugby World Cup.

Qualifications & Experience

• Minimum 1-2 years' experience in a Coordinator, Administration, Events, Guest Relations or Hospitality role, ideally within major events, sporting events, government or other high-profile environments.
• Exceptional organisational skills and attention to detail, with the ability to manage competing priorities, coordinate complex activities and deliver accurate outcomes under tight deadlines.
• Proven stakeholder and guest management experience, with the ability to build effective relationships and provide a high standard of service to diverse audiences.
• Excellent written and verbal communication skills, with the confidence, professionalism and discretion to engage with high value guests, senior leaders, government representatives and external partners.
• Demonstrated experience using CRM, database or event management systems, with strong capabilities in data management, reporting, record keeping and workflow administration.
• Experience coordinating travel arrangements, guest logistics or detailed itineraries, ensuring a seamless experience while managing changing requirements and expectations.
• Ability to thrive in a fast-paced, international event environment, remaining calm under pressure with experience in major events, protocol programmes, multicultural stakeholder groups or the rugby landscape highly regarded.
• Flexibility to travel as required, and willingness to work outside standard business hours, including evenings and weekends, to support activities and tournament delivery.

Why You'll Love It Here

• Fixed-term contract offering unique exposure to the delivery of a world-class sporting event.
• Flexible ways of working: Enjoy a hybrid work model with four days per week in the office (Monday to Thursday), transitioning to full-time in the office as tournament delivery approaches.
• Prime CBD location: Work from our modern Sydney headquarters opposite Hyde Park, just a short walk from Town Hall Station and surrounded by great cafés, restaurants and public transport options.
• Wellbeing matters: Access weekly fresh fruit, wellbeing initiatives and regular Lunch & Learn sessions designed to support your personal and professional growth.
• Locker room ready: Take advantage of on-site showers, fresh towels and premium Dyson hair tools to help you refresh and recharge throughout the day.
• A connected team culture: Join a collaborative and social workplace with regular team events, celebrations and weekly catch-ups that recognise success and foster connection.
• Be part of something extraordinary: Play a key role in delivering the Men's Rugby World Cup 2027, one of the world's largest sporting events, and help create a lasting legacy for rugby in Australia.

Australia's hosting of the Rugby World Cup is a once-in-a-generation opportunity to grow the game, celebrate our people and culture, and deliver lasting social and economic impact. At the heart of our mission is diversity, inclusion, and legacy ensuring Rugby's growth benefits all and inspires a new generation of players, fans, and communities. Join us in shaping an unforgettable celebration of Rugby, culture, and community.

In setting expectations, there will be a two-stage interview process in the Sydney office.

All applicants need to be able to obtain their own unlimited working rights in Australia. This opportunity does not include a relocation package, so applicants should be prepared to be based in the role location at their own expense.

We do not accept unsolicited CVs from recruitment agencies and no fees will be payable.

Rugby World Cup Australia is committed to building a diverse workforce and therefore strongly encourages applications from underrepresented groups. We are committed to equality and inclusion and welcome applications from all individuals, regardless of their background and are happy to provide reasonable accommodations during the recruitment process. We strive to be a diverse and inclusive workplace, which reflects the global sport we want to be and where everyone can be themselves and feel they belong.

Be careful - Don’t provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad .