Executive Assistant

The Company

We’re Octopus Legacy: one of the fastest growing tech companies in the country, part of the UK’s most exciting and best-trusted group (you may have heard of some of our sister companies…) and we have a mission.

We’re on a path to scale, aiming to become a household name while transforming a long-established industry and helping our customers prepare for, and find support after, death.

But we can’t do it alone, and that’s why we’re assembling a team of top performers to build with us.

Ready to be part of something big?

The Role

We’re hiring an Executive Assistant to work directly with our Founder, Sam, and play a key role in keeping our operations running smoothly as we scale. This isn’t a traditional EA role - it’s broad, fast-moving, and hands-on. You’ll be at the centre of everything: managing day-to-day logistics, solving problems before they land, and creating order in the inevitable chaos of a growing company.

You’ll need to be highly organised, adaptable, and comfortable wearing multiple hats. One day it’s managing calendars and handling confidential documents - the next it’s troubleshooting an ops issue or planning a team offsite. If you’re energised by variety, like to take ownership, and thrive in an unstructured environment, you’ll fit right in.

Key Responsibilities:

• Act as a trusted partner to the Founder - managing scheduling, inboxes, and day-to-day priorities to keep things moving.
• Monitor and prioritise incoming emails, draft responses, and filter requests to ensure timely and appropriate handling.
• Liaise with payroll providers to ensure accurate and timely submissions.
• Handle invoicing, expense reimbursements, and account reconciliations, keeping finances on track.
• Plan and execute company events, team-building activities, and all-hands meetings, making sure everything runs like clockwork.
• Keep the office running smoothly - organising, stocking supplies, and tackling whatever comes up.
• Take care of mail, ensuring sensitive documents are handled securely.
• Lead the charge on creating a fun, engaging, and collaborative workplace culture.
• Take on ad hoc projects across the business, jumping in where needed to remove friction and keep things on track.

Who Are You?

We’re looking for someone who thrives in the fast-paced, all-hands-on-deck energy of a startup and has the following standout qualities:

• Proven experience as an Executive Assistant or similar role, preferably in a fast paced startup environment.
• Highly organised: You juggle multiple priorities effortlessly while keeping every detail in check. From financial accuracy to managing diaries, nothing slips through the cracks.
• Confidentiality: You’re a vault. Handling sensitive documents, payroll, and financial transactions with absolute discretion is second nature to you.
• Proactive mindset: You spot issues before they become problems and take ownership without needing to be asked.
• Clear Communicator: Your written and verbal communication is sharp and polished. You build trust and rapport with everyone, whether it’s the team or external stakeholders.
• Adaptable & Flexible: You’re not fazed by change and thrive when things shift gears quickly. You’re ready to roll up your sleeves and jump into whatever is needed to help the team succeed.
• Team player: You love collaboration. You bring a positive attitude, create a sense of community, and help make the workplace an inspiring place to be.

Our Mission

When people think about planning for death they think about wills, life insurance and funerals. We take these cold processes and turn them into something more human. Share more than money: leave voice notes, music, recipes. Shape a legacy that connects you while you're here. And after you're gone.

Founded by Sam after his mum died suddenly, we’re a group of people who work in death because we’ve been affected by it. We know the difference a good plan makes, and what it’s like when there isn’t one.

Death can come between us, leave mess, legal fees, frustration. But it can also make us stronger. We see a world where people talk openly about death, and work out the real meaning of legacy, one that connects to them. We’re here to make that world happen. 

Benefits:

• Octopus share incentive scheme.
• Flexible working.
• Flexible holiday + extra day off for your Birthday.
• Work from anywhere in the world for up to 4 weeks per year.
• Vitality Health & Life Insurance. 
• Pension scheme.
• Enhanced parental leave.
• Free Will & LPAs + discounts on other Octopus services.
• Cycle to Work Scheme and access to the Electric Vehicle (EV) Salary Sacrifice Scheme.
• Octopus Giving: we match any charitable fundraising that you do up to £500. 
• Octopus Springboard: where we help our employees become fully-fledged entrepreneurs.
• Dog friendly office.
• Snacks and wellness activities.

We know that to be truly innovative, we need to have a diverse team around us. That is why Octopus Legacy is committed to creating an inclusive environment and is proud to be an equal opportunity employer.