Tournament Guest & Protocol Coordinator

Supports the planning and delivery of the Tournament Guest and Protocol Programme for Men's Rugby World Cup 2027, working collaboratively with World Rugby and tournament functional areas to deliver core elements of the programme. Based in Sydney CBD and reporting to the Senior TGP Manager, it helps provide a world-class and uniquely Australian experience for dignitaries, government representatives, rugby stakeholders and VIP guests. The position is a fixed-term role starting February 2027 until November 2027.

• Support the preparation, input and management of guest lists in collaboration with Guest Group Managers.
• Monitor guest registrations in the Tournament Management System, progressing or escalating bookings as appropriate.
• Respond to TGP Programme participants and partners through approved channels within the role's scope of responsibilities.
• Maintain accurate guest records, provide up-to-date reports and collate feedback across all matches.
• Liaise closely with the Transport, Arrivals and Departures, and Accommodation functional areas to maintain service levels across the TGP Programme, including handling live changes and updating service delivery partners.
• Assist the Senior TGP Manager to coordinate seating plan approvals and ticketing distribution.
• Provide assistance to TGP Venue staff on-site from Tournament HQ and at match venues and TGP hotels throughout the Rugby World Cup.
• Assist with guest invitation management, travel and accommodation bookings, arrivals and departures, guest communications, ticketing and match day experience.
• Work collaboratively with World Rugby and tournament functional areas to plan and operationally deliver core elements of the TGP Programme.

• Minimum 1-2 years' experience in a Coordinator, Administration, Events, Guest Relations or Hospitality role.
• Exceptional organisational skills and attention to detail, with the ability to manage competing priorities, coordinate complex activities and deliver accurate outcomes under tight deadlines.
• Proven stakeholder and guest management experience, with the ability to build effective relationships and provide a high standard of service to diverse audiences.
• Excellent written and verbal communication skills, with the confidence, professionalism and discretion to engage with high value guests, senior leaders, government representatives and external partners.
• Demonstrated experience using CRM, database or event management systems, with strong capabilities in data management, reporting, record keeping and workflow administration.
• Experience coordinating travel arrangements, guest logistics or detailed itineraries, ensuring a seamless experience while managing changing requirements and expectations.
• Ability to thrive in a fast-paced, international event environment, remaining calm under pressure.
• Flexibility to travel as required, and willingness to work outside standard business hours, including evenings and weekends, to support activities and tournament delivery.
• Keen interest in guest management and programming.
• Passion for sport, understanding of its power to make a difference, and a strong commitment to promoting diversity and inclusion.
• Ability to obtain own unlimited working rights in Australia; no relocation package is provided, so the successful candidate must be prepared to be based in the role location at their own expense.

• Experience in major events, sporting events, government or other high-profile environments.
• Experience in protocol programmes, multicultural stakeholder groups or the rugby landscape.

• Based in Sydney CBD (Gadigal), Australia.
• Full-time fixed-term contract starting February 2027 until November 2027.
• Hybrid working with four days per week in the office (Monday to Thursday), transitioning to full-time in the office as tournament delivery approaches.

• Fixed-term contract offering unique exposure to the delivery of a world-class sporting event.
• Flexible ways of working, including a hybrid model with four days per week in the office (Monday to Thursday), transitioning to full-time in the office as tournament delivery approaches.
• Prime CBD location in a modern Sydney headquarters opposite Hyde Park, a short walk from Town Hall Station and surrounded by cafés, restaurants and public transport options.
• Weekly fresh fruit, wellbeing initiatives and regular Lunch & Learn sessions designed to support personal and professional growth.
• On-site showers, fresh towels and premium Dyson hair tools.
• Collaborative and social workplace with regular team events, celebrations and weekly catch-ups that recognise success and foster connection.
• Opportunity to play a key role in delivering the Men's Rugby World Cup 2027 and help create a lasting legacy for rugby in Australia.