Duties And Responsibilities

• Design and implement protocol and hospitality processes for national team officials and representatives
• Plan and manage hospitality zones dedicated to national teams, including access rules, services, and daily operations
• Support the accreditation process for national team officials in coordination with central accreditation teams
• Oversee official protocols, formal engagements, and on-site etiquette aligned with ENC and local requirements
• Manage the integration and onboarding of National Team Managers into tournament operations and workflows
• Act as an operational point of contact for national teams and diplomatic stakeholders during the event, resolving protocol or hospitality issues as they arise
• Support the Head of National Team Relations in ongoing relationship management with national federations
• Coordinate with internal stakeholders (event ops, guest services, security, accreditation) to ensure seamless delivery
• Contribute to post-event reviews and continuous improvement of protocol and hospitality standards
• 
  
• 
  

Education and Experience

• Bachelor's or Master's degree in International Relations, Sports Governance, Business Administration, Legal or a related field.
• 7+ years of experience in protocol, hospitality, guest services, or VIP operations, preferably in large-scale events.

Key Responsibilities

Booking & Reservation Coordination

• Manage and process guest bookings and reservations for watersports, diving, land-based adventure activities, and other RSSE experiences accurately and within required timelines.
• Respond professionally to booking enquiries, confirmations, amendments, cancellations, availability requests, and special guest requirements.
• Provide guests with clear and accurate information regarding activities, schedules, availability, booking requirements, and relevant experience details.
• Maintain accurate and up-to-date booking records, guest profiles, payment information, confirmations, and supporting documentation within approved systems and trackers.
• Coordinate with Operations, Guest Services, Finance, and other relevant departments to ensure guest requirements, schedules, availability, resources, and operational requirements are aligned.
• Monitor upcoming reservations and proactively identify booking conflicts, missing information, or operational requirements requiring follow-up.
• Record and escalate guest feedback, complaints, or service-related concerns to the appropriate department and support timely follow-up and resolution.

Administrative Support

• Provide comprehensive day-to-day administrative support to RSSE operations and relevant departments.
• Prepare, review, process, and maintain administrative documentation, including booking confirmations, itineraries, invoices, receipts, contracts, reports, correspondence, and internal forms.
• Manage departmental correspondence through email, telephone, and other approved communication channels.
• Perform accurate data entry, filing, document control, record management, and general administrative duties.
• Support meeting coordination, including scheduling, preparation of documentation, and administrative follow-up where required.
• Maintain organised electronic and physical filing systems to ensure documents and information are easily accessible.
• Ensure administrative workspaces, records, files, and documentation remain organised and maintained to professional standards.
• Monitor administrative supplies and materials and coordinate replenishment when required.

Guest & Stakeholder Coordination

• Provide professional and responsive support to guests throughout the booking and administrative process.
• Liaise with internal teams to ensure guest requests and operational requirements are communicated accurately and addressed promptly.
• Maintain a professional, courteous, and service-oriented approach in all guest and stakeholder interactions.
• Support the coordination of special guest requests and requirements with relevant operational teams.
• Build effective working relationships with internal departments, resort partners, vendors, and other stakeholders supporting RSSE operations.

Financial & Records Administration

• Support invoicing, billing, payment tracking, and reconciliation activities in coordination with Finance.
• Maintain accurate administrative and financial records relating to bookings and guest transactions.
• Ensure payment information, receipts, invoices, and supporting documentation are recorded and maintained accurately.
• Escalate payment discrepancies or administrative issues to the relevant department for resolution.
• Handle guest, operational, and financial information with appropriate confidentiality and discretion.

Events & Operational Support

• Provide administrative support for RSSE events, promotions, seasonal activations, and guest experience programmes.
• Assist with schedules, guest lists, communications, documentation, and administrative requirements associated with events and activities.
• Support operational teams during peak booking periods, events, and high-demand periods where required.
• Coordinate administrative requirements with relevant stakeholders to support successful activity and event delivery.
• 
  
•