Guest Communications Manager (Global Sporting Event)

Global Sports Jobs Limited; Los Angeles (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

iLUKA seeks a Guest Communications Manager to oversee guest data, communications and reporting for a major global sporting event in Los Angeles (2028). The role involves pre-event preparation, on-site support and GDPR compliance, within a fixed-term contract framework.

The position requires strong IT skills, experience with data systems, and the ability to manage a demanding workload while maintaining high service standards in a dynamic, collaborative environment.

Qualifications

• Excellent IT skills with advanced knowledge of Office applications.
• Experience in using systems; ability to learn new software quickly.
• Ability to prioritise a demanding workload and meet deadlines.
• Strong time management skills and organisation under pressure.
• Proactive, reliable and detail-oriented with a can-do attitude.
• Analytical mindset with good attention to detail.
• Flexible, enthusiastic, and able to work long hours when required.

Responsibilities

• Develop knowledge of hospitality package allocations and processing of all data.
• Monitor and manage guest information input from client or guests.
• Assist in developing guest communications content (invitations, pre-departure, welcome packs).
• Manage guest data in Pulse, updating info as received to ensure accuracy.
• Provide reports to operational departments and grant client access to data.
• Serve as first point of contact for guest queries before arrival.
• Distribute operational reports during the event to relevant parties.
• Understand procedures for flight changes, name changes, no-shows, dietary changes, etc.
• Collaborate with suppliers on print materials delivery.
• Adhere to GDPR and other data regulations at event locations.
• Contribute to other business aspects as needed.

Skills

Office suite

Systems experience

Time management

Prioritisation

Analytical mindset

Attention to detail

Communication

Team collaboration

Problem solving

Tools

Pulse system

Job description

About the Role

The Guest Communications Manager is responsible for the guest communication process for guests at iLUKA's global events, including the assimilation and verification of guest data, regular communication with client guests and business leads, and periodic status reporting to a range of stakeholders. The role sits within a team being recruited in the lead-up to a major global sporting event in Los Angeles in 2028. These are fixed-term contract positions with start dates varying according to project requirements, some beginning as early as January 2027 and others commencing between then and April 2028. All roles are expected to conclude following the event, around August or September 2028.

Key Responsibilities

• Develop a thorough knowledge of hospitality package allocations and the processing of all data required.
• Monitor and manage the input of relevant guest information as it is received from the client or guest.
• Assist in the development of guest communications content, including invitations, pre-departure and welcome packs, and post-event communication.
• Manage all guest data within iLUKA's bespoke system (Pulse), updating information as received from the client to ensure accuracy and currency.
• Provide relevant reports to iLUKA operational departments and ensure the client has access to all relevant data in the form of regular reports.
• Act as 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, changes in dietary requirements, changes in package allocations, and programme changes.
• 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.
• Contribute to other aspects of the business as necessary, as the role is not limited to the listed duties.

Required Experience & Qualifications

• Excellent IT skills, with advanced knowledge of Office, Word, Excel and PowerPoint.
• Experience in using systems.
• Ability to prioritise a demanding workload.
• Strong time management skills, with the 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.
• High energy, comfortable working potentially long hours in a demanding but rewarding and friendly environment.
• Flexible, enthusiastic, confident and 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.

Workplace

• Los Angeles, USA — supporting a major global sporting event in 2028.