Company Secretarial Assistant

At Octopus, we’re entrepreneurs and we’re investors, on a mission to back the people, ideas and industries that will change the world.

We think working here is great, but we’re understandably bias. Click here to explore Life at Octopus.

What's in it for you?

This exciting role offers a unique opportunity to gain hands-on experience in company secretarial practice within a dynamic investment management environment. The Company Secretariat team plays a critical role in supporting the governance framework across a diverse and growing portfolio of companies operating in the renewable energy, property, fibre, and healthcare sectors. The team ensures compliance with statutory and regulatory requirements, supports board and committee operations, and facilitates effective corporate governance. As part of the wider legal and governance function, the team collaborates closely with investment, finance, and operational teams across the business.

The team

The successful candidate will work closely with a team of three managing a varied and large portfolio of unlisted entities, while also supporting the wider Company Secretariat team. The role provides exposure to board support, statutory compliance, private company corporate governance, transactions and cross-functional collaboration.

Responsibilities:

• Prepare and distribute board and committee packs in a timely and accurate manner.
• Draft basic board minutes and resolutions.
• Maintain statutory records and update company information using relevant software (e.g. Diligent Entities).
• File statutory documents (e.g. accounts and confirmation statements) with Companies House and other regulatory bodies.
• Coordinate signatures and document execution processes.
• Monitor deadlines and ensure compliance tracking across the portfolio.
• Provide administrative support for annual filings; audits and accounts; and corporate transactions and actions (e.g. allotments).
• Manage KYC requests and maintain team structure charts.
• Responsible for re-occurring team administrative tasks.

Core Competencies:

• Attention to Detail
• Organisational Skills: Ability to prioritise and proactively manage multiple tasks and deadlines across a busy portfolio.
• Communication: Clear and professional communication with stakeholders at all levels.
• Discretion and Integrity: Handling confidential information with care and professionalism.
• Team Collaboration: Willingness to learn and support colleagues, contributing to a positive team environment.

Essential Qualifications:

• Actively pursuing or already attained ICSA/CGI qualification.
• Proficiency in technology particularly Microsoft Office (Word, Excel, Outlook), board pack software, and entity management software.
• Excellent written and verbal communication skills.
• Proven ability to work independently and manage responsibilities with supervision as required.

Preferred Qualifications:

• Minimum 1–2 years of experience in a company secretarial or governance role.
• Degree in law, business, or a related field preferred (but not essential).
• Strong understanding of Companies House filings, company law/corporate governance principles, and regulatory compliance.
• Experience working in financial services, professional services, or similar large organisation is desirable.

What we offer

Our Values
At our core, we believe that how a company behaves is just as important as what it does. That’s why we chose to become an accredited B Corp (the equivalent of a Fairtrade coffee stamp but for companies) and to change our Articles of Association so that the interests all our stakeholders – employees, customers, communities, environment and shareholders – are considered in every decision we make.

We are committed to building a workplace where diversity is valued, and inclusion is a priority. By providing equal opportunities for growth and development, we embrace and celebrate all races, genders, religions, sexual orientations, ages, disabilities, and socio-economic backgrounds. We believe teams achieve their best when every member feels safe, respected and empowered to be their authentic selves.

We're proud to be disability confident and are committed to supporting candidates with a disability, including neurodiversity and mental health conditions, throughout the recruitment process. Applicants are welcome to opt-in to the disability confident scheme as part of our application process. If you require any adjustments to the interview process, we’ll be happy to accommodate where possible.