Hospitality Manager (VIP Host)

Octagon

7d•Onsite

About The Position

Octagon is looking for an experienced VIP Project Manager to join a dynamic team, working with a global client with sponsorships of FIFA World Cup™. This role is a unique opportunity to join our team. The candidate must have relevant experience in managing VIP or premium guest programs within large-scale international events. They should demonstrate strong organizational and leadership skills, with the ability to coordinate complex logistics under pressure. Proven expertise in delivering exceptional, high-touch hospitality experiences is essential. Key skills we’re looking for in this role include VIP & Guest Management, Event & Hospitality Operations, Client & Stakeholder Relations, Logistics & Protocol Coordination and strong project management skills.

Requirements

Minimum 5 years of experience in hospitality/hosting roles
Experience working on large-scale hosting/hospitality programs for international sporting events a plus
Exceptional attention to detail and accuracy
Previous experience in VIP management role at large-scale events with a demonstrable understanding of travel logistics
High attention to detail and organizational skills, staying focused on the task at hand ensuring nothing is missed
You communicate clearly. You can write well; you speak in an engaging way and can explain your thoughts and ideas succinctly
Highly organized, dependable, and focused; nothing slips through the cracks under your watch
Collaborative by nature - you enjoy helping others succeed and thrive in a team-focused culture
Willingness to work weekends, holidays, and non-traditional hours, as required
Strong communication and stakeholder and vendor management skills
Ability to manage multiple priorities under tight deadlines
Strong Excel proficiency and data management capability
Ability to lift up to 50 lbs. and stand for up to or more than eight hours at a time
Flexibility and willingness to travel domestically and work weekends or holidays as needed. Anticipated travel level: Low (0-20%)

Nice To Haves

Experience working on large-scale hosting/hospitality programs for international sporting events

Responsibilities

Plan and manage all aspects of the VIP hospitality program from concept through delivery
Oversee all guest-journey logistics, including invitations, accreditation, transport, accommodations, and seating
Coordinate with internal teams and external partners to ensure seamless, high-quality service delivery
Manage on-site hospitality operations, VIP lounges, suites, and premium spaces during event days
Handle special requests, protocol needs, and last-minute operational changes with discretion and efficiency
Monitor service quality, troubleshoot issues in real time, and ensure consistently premium guest experiences
Track project budgets, timelines, documentation, and performance reports related to VIP operations
Build and maintain strong relationships with clients, sponsors, and key stakeholders throughout the program
Serve as the primary point of contact for VIP guests, high-profile individuals, and key partners
Develop and manage tailored itineraries, delivering personalized, high-touch service based on guest profiles and preferences
Coordinate VIP access, ticketing, and seating assignments in accordance with protocol and security requirements
Oversee VIP transport movements, escort, and meet-and-greet services to ensure seamless arrivals and departures
Ensure all VIP areas meet the highest standards of presentation, comfort, and operational readiness
Liaise closely with security, protocol teams, and venue management to accommodate dignitaries, executives, and high-profile guests
Prepare status updates, briefing documents, and run-of-show plans for stakeholders supporting VIP operations
Lead and supervise VIP hosts, guest relations teams, and temporary staff assigned to VIP zones
Proactively anticipate guest needs, mitigate risks, and implement solutions that enhance overall VIP satisfaction