Bureau Coordinator (Global Sporting Event)

The iLUKA Collective•Los Angeles, CA

3d•Onsite

About The Position

The Bureau Coordinator will assist in the development and delivery of operational planning for the iLUKA Head Office team supporting a major global sporting event in Los Angeles in 2028. The role will involve researching and developing operational solutions across areas including accommodation, food and beverage, venues, leisure activities and transportation. Once suitable options have been identified, the Bureau Coordinator will assist with the contracting and coordination of suppliers and services. In addition, the role will provide day-to-day office management support for the Los Angeles Bureau, helping to ensure the office runs efficiently and effectively. This may include coordinating office facilities and supplies, managing local vendors and service providers, supporting meetings and visitors, assisting with general office administration, and responding to operational requests from across the wider team. As the project develops, the role is likely to be varied and fast-paced, requiring someone who is highly organised, proactive and comfortable managing multiple priorities at the same time. This role would particularly suit someone who knows Los Angeles inside and out and has an excellent understanding of the city’s hotels, restaurants, venues, suppliers and wider hospitality landscape. On previous events, similar roles have often been well suited to people from hotel, hospitality or events backgrounds who have strong local knowledge, established vendor relationships and a broad network across the city. Equally important will be the ability to manage the practical demands of a busy office environment, stay on top of multiple requests and ensure the Bureau continues to run smoothly as activity increases in the lead-up to the event.

Requirements

Excellent organisational skills
Strong time management skills
Knowledge of LA
Advanced computer skills – Word, Excel, PowerPoint, Google map
Proactive, positive approach to all tasks and a high degree of reliability
Good research skills
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

Nice To Haves

Someone who knows Los Angeles inside and out and has an excellent understanding of the city’s hotels, restaurants, venues, suppliers and wider hospitality landscape.
People from hotel, hospitality or events backgrounds who have strong local knowledge, established vendor relationships and a broad network across the city.

Responsibilities

Provide Bureau services to visiting international ILUKA staff and clients (e.g. airport meet & greet, accommodation bookings, vehicle transfers, hotel and F&B reservations, hot desks, city familiarisations, business centre services)
Assist with the preparation for any client meetings.
Assist in the set-up and the day-to-day running of the ILUKA LA Bureau
Support ILUKA Management
Research non-traditional accommodation solutions suitable for sponsor and ILUKA workforce such as serviced apartments, 4 – star hotels and any other affordable housing options
Source any additional housing services needed – housekeeping, laundry of uniforms, key distribution, lounges with television, parking, food and beverage, security
Prepare hotel fact sheets of accommodation to be distributed to Client Service Team and on to Client.
Arrange accommodation site inspections and prepare itineraries
Obtain quotations
Research dining options and collect menus and prices
Prepare Fact Sheets and presentations for clients
Attend food tastings and prepare reports for follow-up
Research transport options available locally and in other parts of the US – cars, coaches, min-vans, limousines, helicopters, drivers -that could be used for hospitality and workforce programmes, both Pre-Games and during Games
Prepare list of potential suppliers
Provide information and pricing as required for both London and LA Offices.
Assist with site inspections and competition venue tours, as requested.
Assist with the day-to-day management and smooth running of the ILUKA LA Bureau office.
Coordinate office supplies, equipment, facilities and services, liaising with local vendors and suppliers as required.
Support the set-up of workstations, meeting rooms and hot desks for visiting ILUKA staff and clients.
Coordinate office access, visitors, deliveries, couriers and general office administration.
Assist with the organisation of internal meetings, including meeting room set-up, catering and any required materials.
Act as a key point of contact for day-to-day office queries and help resolve practical issues as they arise.
Maintain a well-organised, professional and welcoming office environment for staff, clients and visitors.
Support the wider team with ad hoc administrative and operational tasks to ensure the Bureau continues to run efficiently during busy periods.