Guest Communications Manager (Global Sporting Event)

iLUKA Limited; Los Angeles (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

iLUKA Limited is recruiting a number of Guest Communications Managers to support our global events in Los Angeles ahead of a major sporting event in 2028. These fixed-term contracts start from January 2027 with multiple start dates through April 2028 and conclude after the event, around August or September 2028.

As a Guest Communications Manager you will oversee the guest communications process, data assimilation and verification, regular client engagement and stakeholder reporting, while

Qualifications

• Strong IT skills with Office suite proficiency.
• Experience using data/systems for guest data.
• Ability to prioritise a demanding workload.
• Excellent time management and deadline discipline.
• Organised with an analytical mindset and attention to detail.

Responsibilities

• Develop knowledge of hospitality package allocations and data processing.
• Monitor input of guest information from client or guest.
• Assist in developing guest communications content (invitations, packages, post-event communications).
• Manage guest data in Pulse to ensure accuracy.
• Provide reports to operational departments.
• Update guest information changes from client.
• Ensure client access to data via regular reports.
• Be the first point of contact for guest queries before arrival.
• Distribute operational reports during the event.
• Understand procedures for changes in flight schedules, names, dietary requirements, etc.
• Work with suppliers on print elements.
• Adhere to GDPR and other data regulations.

Skills

Office Suite (Word/Excel/PowerPoint)

Data systems experience

Time management

Prioritize workload

Analytical mindset

Tools

Pulse system

Job description

Guest Communications Manager is responsible for the guest communication process for our guests at iLUKA’s global events. This includes the assimilation, verification of all guest data, regular communication with client guests and business leads as well as providing periodic status reports to a variety of stakeholders.

We will be recruiting a number of Guest Communications Managers to join our team in the lead-up to a major global sporting event in Los Angeles in 2028.

These will be fixed-term contract roles, with start dates varying depending on project requirements. Some positions will begin as early as January 2027, with many additional roles commencing at different points between then and April 2028.

All roles are expected to conclude following the event, around August or September 2028.

Summary of Role

Guest Communications Managers are responsible for the guest communication process for our guests at iLUKA’s global events. This includes the assimilation, verification of all guest data, regular communication with client guests and business leads as well as providing periodic status reports to a variety of stakeholders.

Key Responsibilities

• Develop a thorough knowledge of the hospitality package allocations and the processing of all data required
• Monitor and manage input of all relevant guest information as it is received from the client or guest
• Assist in the development of the guest communications content: for example, invitations, pre departure and welcome packs, and post event communication
• Manage all guest data within iLUKA’s bespoke system (Pulse) to ensure all data is accurate and current
• Provide the relevant reports to iLUKA operational departments
• Update guest information changes as received from the client
• Ensure the client has access to all relevant data in the form of regular reports
• Be the first point of contact for all guest queries prior to arrival
• During the event, manage the regular distribution of operational reports to relevant parties
• Understand procedures and effects for all possible circumstances, including flight schedule changes, guest name changes, “no-show” guests, change in dietary requirements, change in package allocations, programme changes etc.
• Work with key suppliers in the sourcing, scoping and delivery of print elements
• Adhere to General Data Protection Regulation (GDPR) and other event location Data Regulations

This is not an exhaustive list and all team members will be expected to contribute to any other aspects of the business, as necessary.

Skills, Knowledge, Expertise

• Excellent IT skills – advanced knowledge of Office, Word, Excel and PowerPoint
• Experience in using systems
• Ability to prioritise a demanding workload
• Strong time management skills with ability to meet strict deadlines
• Proactive, positive approach to all tasks and a high degree of reliability
• Organised with an analytical background and an eye for detail

Attributes

• High energy, comfortable working potentially long hours in a demanding but rewarding and friendly environment
• Willing to roll sleeves up and get involved
• Passionate about sport, hospitality and delivery
• Able to work in a calm, kind and professional manner in a pressured environment
• Ability to prioritise a demanding workload