Cross functional Coordination:

• Coordinate delivery of Last Eight and International Lounge program across all internal teams
• Track project timeline and deliverables, flagging any delays or issues to Head of International Engagement
• Coordinate with Functions team on room readiness, catering delivery, gift distribution, and RSVP portal (Wufoo) functionality
• Coordinate with VIP Relations team on invitations and Last 8 guest list
• Coordinate with Accreditation teams on guest access requirements, pass collection, and any accreditation issues
• Coordinate with Ticketing team on daily ticket distribution to lounge and ballot logistics
• Coordinate with Marketing on any required signage or communications materials
• Brief delivery teams on daily requirements and guest expectations
• Conduct brief daily check-ins with delivery teams to address operational issues
• Liaise with functions to ensure the room is prepared for the one-off IC Cocktail event

Guest Experience Management

• Serve as first point of contact for all Last Eight and International Lounge guest enquiries (email and in-person)
• Respond to guest questions regarding accreditation, ticketing, lounge access, and event logistics within 24 hours
• Manage RSVP inbox and send confirmation emails as responses are received
• Maintain up-to-date guest lists and dietary requirements, sharing with relevant teams
• Coordinate guest communications including pre-event reminders and post-event thank you messages (content provided by International Engagement team)
• Upload approved guest lists into Mailchimp for distribution (training provided)
• Troubleshoot guest experience issues in real-time during event period
• Escalate complex guest matters or VIP concerns to Head of International Engagement
• In partnership with the Head of International Engagement, coordinate the IC Cocktail guest and experience.

• During Event (Daily)

• Provide on-site presence in Last Eight and International Lounge during operating hours
• Oversee guest check-in process and address any access issues
• Coordinate with hosts on daily requirements (Order of Play, catering timing, guest requests)
• Manage ticketing ballot process including being present for high-demand draws
• Address day-of ticketing or accreditation issues, liaising with relevant teams for resolution
• Monitor lounge operations and guest experience, addressing concerns immediately
• Conduct end-of-day debrief with hosts and delivery teams
• Deliver the IC cocktail event in the suite ensuring partnership deliverables are met

• Post-Event

• Compile post-event report including: RSVP rates, daily attendance numbers, ballot statistics, guest feedback, and issues log
• Gather feedback from delivery teams on process improvements
• Complete any outstanding guest follow-up or correspondence
• Handover program documentation to Head of International Engagement

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