Allianz Sr Manager Communications & Operations - LA28 Olympic & Paralympic Games

TKO•Los Angeles, NY

11d•Onsite

About The Position

This role carries full ownership across two core functions - OE communications and guest registration platform leadership - while also serving as on-the-ground operations support to the Europe-based Program Account Lead across key LA workstreams. The OE communications role will manage hospitality package orders, handling all OE inquiries and additional requests (accommodation, transportation, dining, etc.), and keeping OEs informed of all updates and changes throughout the program lifecycle. The guest registration and employee ticket purchase platforms will include overseeing platform build and configuration with the appointed third-party provider and developing guest, employee, and coordinator-facing platform content. This role also provides senior supervision over the database and registration management function, with day-to-day execution delegated to a direct report. As the only team member physically based in Los Angeles, this role provides essential on-the-ground support across key operational workstreams. Anna who was based in Paris, joined On Location in 2022 and let all Allianz communications for Paris 2024. She was instrumental in building the custom database and registration platforms for Allianz. An essential member of the team, she has been specifically requested by the client to support LA28. She has since relocated to LA and transitioned into a contractor role and will hold a dual responsibility supporting both communication delivery and ongoing platform development and OE Comms.

Requirements

Full ownership across OE communications and guest registration platform leadership
On-the-ground operations support to the Europe-based Program Account Lead
Manage hospitality package orders
Handle all OE inquiries and additional requests (accommodation, transportation, dining, etc.)
Keep OEs informed of all updates and changes throughout the program lifecycle
Oversee platform build and configuration with the appointed third-party provider
Develop guest, employee, and coordinator-facing platform content
Senior supervision over the database and registration management function
Physically based in Los Angeles
Essential on-the-ground support across key operational workstreams
Support communication delivery and ongoing platform development and OE Comms
End-to-end OE communications plan development
Structured communication system definition
Guest Management Platform and Employee Ticket Purchase Program development and configuration
Registration process architecture definition
Data collection requirements definition
System setup to support package management
Senior decision-maker for platform-related issues, escalations, and scope changes
Coordinator training documentation creation and maintenance
Supervision of direct report (Junior Manager)
Quality standards setting
Data entry and registration workflows consistency assurance
Registration data review and validation
Guest invitation and registration process monitoring
Status reporting on registration data and package allocation
Compliance with GDPR and all applicable data regulations
Back-of-house schedule development support
Daily run sheet production support for hotel and lounge operations
Budget tracking support
Cost or market changes flagging
Back of house schedule elaboration
On-the-ground point of contact with program hotel partner(s)
Hotel allotment tracking support
Room inventory management support
AMS maintenance support on behalf of Allianz
Logistical and operational considerations flagging
Hotel operations documentation development support
Ground transportation planning support
Vehicle rate card development support
Parking and load zone planning support
Accreditation data collection and submission
Liaison with LA28 accreditation department
Local staff identification, interviewing, and onboarding support
Staff training materials, schedules, and shift planning assistance
Support to staff-related questions

Nice To Haves

Anna was instrumental in building the custom database and registration platforms for Allianz.
Anna has been specifically requested by the client to support LA28.

Responsibilities

Serve as the primary point of contact for all Allianz OEs on all program communications matters
Develop and own the end-to-end OE communications plan, covering all touchpoints from program launch through post-event
Collaborate with Allianz and Program Account Lead to align on messaging and strategy across program waves
Define a structured communication system to ensure OEs and internal teams are promptly notified of any program updates or changes
Brief OEs on hospitality package contents, clearly communicating all inclusions and exclusions
Manage all inbound OE inquiries including additional requests for accommodation, transportation, dining, and other program inquiries
Prepare and distribute generic program agendas, keeping OEs informed and aligned throughout the planning cycle
Handle all OE-facing correspondence including responses to queries, special requests, and escalations
Coordinate with Allianz and Program Account Lead to ensure all OE communications reflect accurate and up-to-date information
Lead development of guest, employee, and coordinator-facing platform content including registration forms, FAQs, platform instructions, and any additional content required
Contribute to broader program communications content including pre-departure letter, itinerary updates, and post-event communications across all relevant audiences
Lead the development of the guest registration platform in partnership with the appointed third-party technology provider, and maintains senior oversight of all data integrity, reporting, and platform performance.
Lead the development and configuration of the Guest Management Platform, Employee Ticket Purchase Program in coordination with the appointed third-party provider
Define registration process architecture, data collection requirements, and system setup to support package management from initial allocation through full reconciliation
Serve as senior decision-maker for platform-related issues, escalations, and scope changes
Create and maintain coordinator training documentation for the Platform
Supervise direct report (Junior Manager) responsible for day-to-day registration management, data entry, and platform testing
Set quality standards and ensure consistency of data entry and registration workflows
Review and validate registration data for accuracy, flagging errors, omissions, or discrepancies
Monitor guest invitation and registration process and provide status reporting
Provide periodic status reports on registration data and package allocation
Ensure full compliance with GDPR and all applicable data regulations across guest data management
Support the Account Lead in back-of-house schedule development and daily run sheet production for hotel and lounge operations
Support budget tracking and flag cost or market changes relevant to program pricing
Elaborate the back of house schedule.
Serve as on-the-ground point of contact with program hotel partner(s) ahead of Games-time operations
Support hotel allotment tracking, room inventory management, and AMS maintenance on behalf of Allianz
Flag logistical and operational considerations relevant to the hospitality program
Support development of hotel operations documentation as directed by the Account Lead
Liaise with the OLE Transportation Director to support ground transportation planning and vehicle rate card development
Support parking and load zone planning across program venues
Collect and submit accreditation data for hospitality staff; liaise with LA28 accreditation department as needed
Support local staff identification, interviewing, and onboarding activities as needed
Assist in development of staff training materials, schedules, and shift planning
Provide support to staff-related questions during planning and Games-time phases