Executive Assistant and Office Lead

Location: London 
Reports to: Chief Executive Officer 

Role Summary 

We are seeking a highly experienced and proactive Executive Assistant & Office Lead to support our Chief Executive Officer and other London-based Executives, and establish our London office presence. 

This is a pivotal role combining executive support, operational coordination, and office leadership. The successful candidate will act as a trusted partner to the London-based Executives, while also leading the setup and ongoing management of a small London office, ensuring an efficient, professional, and welcoming environment aligned with Cirque du Soleil’s standards of excellence. 

This role requires sound judgment, discretion, operational rigor, and the ability to operate seamlessly in a fast-paced, international, and evolving environment. 

Key Responsibilities

1. Executive Support to the CEO and London-based Executives 

• Provide executive support to the CEO and other Executives, including complex calendar and travel management across multiple time zones.
• Coordinate internal and external meetings, Board interactions, and key stakeholder engagements.
• Prepare and review correspondence, briefing materials, and presentations.
• Act as a trusted gatekeeper and facilitator, ensuring optimal use of the Executives’ time 
• Anticipate needs, manage priorities, and ensure seamless day-to-day support  
• Liaise with Executive Committee members, their respective EAs and their teams globally. 

2. London Office Setup & Office Management 

• London office set up: In collaboration with the Building/Real Estate team at the IHQ , support lease selection process, including coordination of requirements, site visits, and vendor interactions.
• Oversee office setup and readiness, including:
  • Furniture and workspace configuration
  • IT and printers
  • Meeting rooms and collaboration spaces
  • Office supplies and services
  • Ensure the office reflects a professional and welcoming environment for internal and external stakeholders.
• Manage relationships with building management and external vendors. 
• Oversee day-to-day office operations once established. 

3. Operational & Administrative Coordination 

• Coordinate logistics for leadership visits, meetings, and small events in London.
• Support onboarding of visiting executives and team members.
• Manage office-related budgets and expenses with discipline and transparency.
• Ensure compliance with company policies and local administrative requirements. 

Profile, Experience, Skills 

• Minimum 10+ years of experience supporting C-suite executives (CEO-level preferred). 

• Experience combining executive assistant responsibilities with office or operations management. 

• Experience setting up or managing an office or new location is a strong asset. 

• Experience in international or fast-paced environments preferred 

• Exceptional organizational and prioritization skills. 

• Strong judgment, discretion, and professionalism. 

• Ability to anticipate needs and act proactively. 

• Excellent written and verbal communication skills