Guest Communications Manager (Global Sporting Event)

The iLUKA Collective•Los Angeles, CA

About The Position

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.

Requirements

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

Nice To Haves

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

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
Contribute to any other aspects of the business, as necessary.