Guest Communications Manager (Global Sporting Event)

Deel; Los Angeles (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

The iLUKA Collective is recruiting Guest Communications Managers for a major global sporting event in Los Angeles 2028. You will oversee guest data assimilation and verification, plus regular communications with guests and business leads, delivering status reports to stakeholders.

Responsibilities include content creation for invitations, pre-departure and welcome packs, and post-event touchpoints. You will use Pulse to keep data accurate and ensure timely reports for clients and internal teams.

Qualifications

• Experience handling guest data for large-scale events.
• Strong knowledge of GDPR and data privacy.
• Proven ability to produce regular stakeholder reports.
• Advanced IT skills with MS Office (Word, Excel, PowerPoint).

Responsibilities

• Know hospitality package allocations and data processing.
• Monitor and manage guest information input from client/guest.
• Contribute to guest communications content (invitations, pre-departure, welcome packs, post-event).
• Manage guest data in Pulse to keep data accurate and current.
• Provide reports to iLUKA operational departments.
• Update guest information changes from the client.
• Ensure client access to data via regular reports.
• Be first contact for guest queries before arrival.
• Distribute operational reports during the event.
• Handle flight changes, name changes, no-shows, dietary changes, package changes, programme changes.
• Collaborate with suppliers on print elements.
• Adhere to GDPR and other data regulations.

Skills

Office suite proficiency

Data management

Time management

Attention to detail

Communication

Tools

Pulse system

Microsoft Office

Job description

Guest Communications Manager (Global Sporting Event)The iLUKA Collective is a specialised agency developing and delivering coordinated strategic activations for sponsors and other stakeholders at global sports events. We are experts in executing cutting edge event hospitality experiences born from intelligent strategic direction. Our heritage is big events for big companies looking for strategic and measured solutions which focus on creating unforgettable experiences for stakeholder's integral to sponsors success.Our experience working with Sponsors, Organising Committees, International Sporting Federations, Governing Bodies and City stakeholders enables us to develop our client's sponsorship story to ensure that activations maximise the communication of their messages as well as guide global teams and their local markets through the unique complexities of delivering effectively at global sports events.Working at The iLUKA Collective is a unique experience. We take people seriously, hospitality is about people, It is our people that drive the difference. We work with talented people from around the world who are renowned for their hard work and industry expertise. We are defined by our passion for sport, hospitality and creativity.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 RegulationsThis 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· Flexible, enthusiastic, confident, outgoing· 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 workloadAI disclaimerThis application process may use AI-enabled systems to support candidate evaluation based on factors such as experience, technical skills, and qualifications. All processing is carried out in accordance with applicable data protection, AI governance, and labour laws. Human oversight is maintained at all stages, and final hiring decisions are made by people. Personal data submitted as part of this application is not used to train AI models.