Systems Manager Global Sporting Event

The Systems Manager reports to and works closely with the Project Director. The Systems Manager is scoped to be a scaling role where the first few months the role will support foundational system planning, stakeholder coordination, and data structure definition across multiple platforms. Following on, the role will then include full operational readiness, delivery, and live servicing right through to Games-time.

The role starts on September 1, 2025 at 50% (approx. 20 hours per week) until 30 October 2025. From 1 November 2025 – 30 April 2026, the role will increase to 100% (approx. 40 hours per week). The Systems Manager is required onsite during the event and work full-time on this dedicated project.

Key Responsibilities:

During the initial months, the Systems Manager will be required to:

• Support the Project Director and the client project team in all project-related tasks, including project timeline updates, note-taking and coordination across stakeholders and other administrative tasks.
• Manages the dedicate support inbox.
• Assists in defining accurate data flows and document management.
• Prepares reporting frameworks and supports stakeholder requests and allocations.
• Defines the guest data requirements and timelines
• Supports the establishment of guest registration processes, templates, and standard ways of working.
• Provides stakeholder-facing system support during the guest registration setup.
• Keeps track of registration progress against the overall project timeline.
• Manages bulk data uploads and guest registration data transfer processes.
• Begins collaboration with external supplier of the virtual event platform, managing content delivery (imagery, copy, brand assets).

During Games-time, the Systems Manager will be responsible for:

• Leads flow and validation of all data across systems.
• Manages and maintains accurate stakeholder contact data.
• Oversees ongoing guest registration and real-time support.
• Manages the dedicated support inbox and supports the tending to the support phone hotline
• With the Project Director, cross-checks and manages all guest data submissions and approvals.
• Manages systems-related issue resolution and trouble-shooting.
• Provides frontline stakeholder servicing for guest registration and collaborates with Project Director to resolve scheduling challenges and data submission delays or errors.
• Oversees guest survey solution implementation and develops host survey for in-person attendees.
• Supports and troubleshoots the virtual event platform in coordination with external supplier.
• Supports the smooth running of Virtual events.
• Manages pass collection and distribution for this specific project.
• Supports the scheduling and coordination of Hosts.
• Initiates guest attendance reporting and feedback collection.
• Initiates portfolio reconciliation and debrief reporting

This is not an exhaustive list, and all team members will be expected to contribute to any other aspects of the business, as necessary.

Skills, Knowledge, Expertise:

• Fluent in English and Italian desirable
• An analytical, methodical approach and an eye for detail
• Strong team player with excellent interpersonal and stakeholder management skills.
• Solid understanding of the hospitality environment and guest experience lifecycle, including package requests and allocation processes.
• Highly organised project manager, able to manage multiple deliverables and stakeholder needs.
• Problem-solver with a proactive, solutions-focused mindset, capable of adapting in a dynamic, fast-paced environment.
• Data-driven and methodical in managing multiple competing priorities.
• Strong communication skills and professional demeanor; comfortable representing the client’s brand to high-level stakeholders.
• A working knowledge of Microsoft Office 365 (word, excel, outlook, ppt)
• Proficient in Microsoft Excel, Power BI and other digital environments.

Attributes:

• 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
• Ability to prioritise a demanding workload