Executive Assistant

The Company

Octopus Legacy is the place to plan for death and find support after loss.

Having been on our own startup journey, Octopus Group recently bought a stake in our company to supercharge our growth, and now we’re one of the fastest growing companies within the UK’s most exciting group (you may have heard of some of our sister companies…)

With our new brand and the Octopus platform at our disposal, we’re already transforming the way that people experience the process of planning for and dealing with death. 

We’ve assembled a crack team to prepare us for that scale, and you could be the missing piece we’re looking for!

The Role

We’re on the lookout for an energetic Executive Assistant to be the driving force behind our operations - someone who excels in a fast-paced, ever-changing environment and knows how to make things happen.

In this role, you’ll be the go-to support for our Founder, Sam, managing the daily needs of the team and leadership to ensure everything runs smoothly. From coordinating schedules and handling confidential documents to restocking supplies and organising team events, you’ll be the essential glue holding it all together.

This role is perfect for someone who’s proactive, detail-oriented, and thrives on keeping things organised and running smoothly. If you’re ready to make a real impact in a growing startup, we want to hear from you!

Key Responsibilities:

• Manage the founder’s calendar, keeping appointments, meetings, and calls running smoothly and efficiently.
• 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.
• Jump into ad hoc tasks and special projects, ready to roll with the needs of a fast-paced startup.

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 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 Problem-Solver: You see challenges as opportunities and are always thinking two steps ahead, finding smarter ways to get things done.
• 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: 3 days in the office (London Bridge), remote 2 days a week. 
• 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.