US Bureau Manager/Chief Of Staff

The US Bureau will be established in view of providing services and support as required to all iLUKA head office teams as well as clients with specific US requests, coordinated through the Client Services Team. We're looking for a dynamic professional to be our concierge lead as we build up our sports practice in Los Angeles.

The Bureau Manager will be responsible for managing the day to day operations of the US Bureau and will work directly with the Directors of iLUKA and other members of the team to fulfil the project planning and operational delivery of all requirements for the US Bureau, and two major global sporting events in 2026 and 2028.

This role will start in the summer of 2025 ending in September/October 2028. 

Key Responsibilities

US Bureau

• Research, set-up and run the US Bureau and related office services (rental, fit-out, technology, security, cleaning, utilities, etc.).
• Seek approvals from relevant Directors for the US Bureau fit-out and set up.
• Implement all iLUKA policies and procedures in the day to day running of the US Bureau.
• Scope, research and prepare options for the set-up of the iLUKA Operations Offices in the US Pre-Event and Event-Time.
• Assist Directors in commercial negotiations and contracting, where and when required to include transport providers, IT & Comms suppliers, accommodation providers, F&B venues and caterers, special events and leisure operators, etc.
• Provide concierge services and all necessary bookings to visiting ILUKA staff and clients.
• Research and contract accommodation for iLUKA staff, as per Company’s guidelines, in the US for the period pre, post and during event-time.
• Prepare itineraries and manage client site visits – as required.
• Attend client and venue site and venue inspections and meetings and prepare post-site inspection and meeting reports.
• Keep constantly updated on latest developments in the region and report accordingly to the Directors.
• Scope and research key contacts, local suppliers, venues of interest and local information that can assist the Teams in their planning and delivery process.
• Manage local supplier relationships as required.
• Liaise with Organising Committees key operational areas and the expatriate community in order to be constantly updated on developments and local information.
• Contribute in expanding iLUKA’s local network.
• Operate within approved budgets.
• Support the immediate team and resolve all technical or operational local issues.
• Assist with the preparation of Post-Event reports.

Accommodation:

• Research all accommodation options for hospitality programmes and client staff housing, including non-traditional accommodation e.g. apartments, other forms of accommodation.
• Research and prepare reports on available housing solutions for Pre-Event and Event-time for the ILUKA workforce.
• Obtain quotations, prepare contracts and assist Directors in the commercial negotiation process and sourcing.
• Develop the operational planning and manage all accommodation bookings and requirements to include hospitality programmes, client and iLUKA workforce accommodation.
• Source and manage any additional housing services needed – housekeeping, laundry of uniforms, key distribution, lounges with television, parking, food and beverage, security etc
• Source and negotiate all additional accommodation & F&B requirements within the properties as required by the clients and/or Teams.
• Effectively manage changes throughout planning and onsite stages.
• Ensure financial reconciliation.
• Prepare Post-Event reports.

Food & Beverage, Leisure, Entertainment and Hospitality Lounges:

• Research all available options, get pricing, create database, and update as necessary.
• Prepare venue reports and presentations to assist Teams.
• Source venues or make bookings, prepare contracts and assist Head Teams in negotiations for all services and operational planning.
• Assist in menu selection and options.
• Support Teams with introductions, venue visits & client visits, tastings and prepare reports.
• Develop and manage local relationships.
• Provide Pre-Event venue training, when and as required.

IT, Ticketing, Transport:

• Support Head Office Teams, with local information on their areas of expertise, introductions, research, negotiations, where and as required.

Team:

• Should a larger US Bureau Team be recruited, manage and lead this team, working closely with the Directors to ensure all work is properly coordinated and allocated fairly and effectively.

Other:

• Assist on-site on any operational requirements that may be identified at a later stage.
• Input extensively to CST project teams to ensure they understand the US market, how to work with colleagues, suppliers and partners, and inputting the necessary information to help deliver successful projects for our clients.

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:

• Ability to motivate and manage a culturally diverse, short contract team
• Ability to lead by example
• Excellent organisational skills
• Strong time management skills with ability to meet strict deadlines
• Can-do attitude
• Excellent relationship management
• Strong written and verbal communication skills
• Excellent client liaison skills
• Ability to delegate effectively and a willingness to lead by example
• Advanced computer skills
• Major event experience essential
• Hotel & F&B experience essential

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