Bureau Assistant

The Milan Bureau is responsible for providing services and support as required to all iLUKA head office teams as well as clients with specific Milan requests.

The Bureau Coordinator will be responsible for managing the day to day operations of the Milan 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 Milan Bureau for our operational deliveries for a Global Sporting Event in Milan in 2026. We are looking for someone who currently resides in Milan and can start immediately. This is a contract role until March 2026.

Key Responsibilities

Milan Bureau

- Run the Milan Bureau office services (rental, fit-out, technology, security, cleaning, utilities, etc.).

- Implement all iLUKA policies and procedures in the day to day running of the Milan Bureau.

- 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 Milan for the period pre, post and during event-time.

- Prepare itineraries and manage client site visits – as required.

- Translation duties 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.

- Contribute in expanding iLUKA’s local network.

- Operate within approved budgets.

- Support the immediate team and resolve all technical or operational local issues.

- Ensure event financial reconciliation post event

- Assist with the preparation of post event reports.

Food & Beverage, Leisure, Entertainment and Hospitality Lounges

- Source venues or make bookings, prepare contracts and assist Head Teams in negotiations for all services and operational planning.

- 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.

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 and Expertise

- Office Management Experience (ideally from within an agency)

- Financial or Accounting Experience

- Great attention to detail

- 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

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

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