Assistant Company Secretary

  • 2HT, 33 Holborn, London EC1N 2HU, UK
  • Full-time
  • Department: Legal & Governance
  • Sub Team: Legal
  • Website Map: Yes

Company Description

Octopus is a group of businesses investing in the people, ideas and industries that will help change the world. Founded in 2000, we’re now one of the UK’s fastest-growing companies, operating in two sectors – financial services and energy supply. In our financial services business, we’ve built market-leading positions in a number of specialist investment sectors, including smaller companies, renewable energy, healthcare and property finance. We employ more than 750 people and manage more than £10 billion on behalf of more than 50,000 retail and institutional investors. At Octopus we’re transforming the industries we operate in and improving the lives of millions of people.

We’re a group of entrepreneurially-minded businesses, each built on the belief that people and the planet deserve better. Our group includes Octopus Energy, Octopus Real Estate, Octopus Investments, Octopus Ventures, Octopus Renewables, Octopus Wealth, Octopus Giving and Seccl.

Life at Octopus is never dull. We’re an ambitious, people-first business that wants to make the world a better place. Because of this, we value energy, curiosity, resilience, and integrity. We’re different from most other companies you may have worked for. And we’re always on the look-out for smart, talented people who share our values.


Job Description

The Brand:

The Company Secretariat team sits within the Octopus Investments division of Octopus and provides corporate compliance and governance services to Octopus group companies and Octopus managed funds. The team look after a variety of companies ranging from listed VCTs, FCA regulated entities, LLPs and private limited companies both UK based and overseas. These funds invest in renewable energy, healthcare, property and are exposed to a wide range of activities undertaken in these entities. There are 4 listed Venture Capital Trusts within the portfolio.

About the role:

We are seeking an experienced Assistant Company Secretary to work within the Company Secretariat team reporting to the Senior Assistant Company Secretary to assist them in managing 3 funds within the Octopus Real Estate portfolio of companies, 2 listed VCT’s and assisting with the administration of the parent company share schemes and annual Liquidity Event.  The role will provide a varied exposure to all aspects of a Company’s lifecycle and board support. It requires someone who is good at building strong relationships with third party providers and investment management teams and has experience of share administration and listed company regulations.



1.     Statutory compliance

o   Reviewing Annual Report and accounts and reviewing or completing Companies House filings: Confirmation Statement filings/directors appointments and resignations/maintaining statutory registers/SAIL addresses etc., that have been prepared by the Company Secretarial Assistants

2.     Corporate actions:

o   Drafting and reviewing the relevant documentation, forms and cover emails for group distributions, allotments and loan drawdowns

3.     Corporate transactions:

o   Manage M&A transactions within the portfolios including: liaising with external lawyers on the steps plan, reviewing documents prepared by the external lawyers, preparing internal funding paperwork, carrying out post-completion filings and onboarding the new entities.

4.     Board support for 3 boards

o   Drafting board meeting agendas

o   Overseeing the Company Secretarial Assistant/Administrator in preparing and publishing the board packs and managing preparations for board meetings

o   Minute taking at the board meetings

o   Writing up post-board meeting follow up actions

o   Advising the boards on corporate governance matters

5.     Shareholder Services

o   Assist the Head of Secretariat in managing the Shareholder Register. This will include provision of quarterly shareholder mailings and involvement in the annual Liquidity Event.

o   Assist the Company Secretarial Assistant with the monthly leavers process for the share schemes. This will include liaison with the Guernsey based Employee Benefit trust.

6.     Team tasks

o   Keeping procedures and precedents up to date and in line with current regulatory requirements

o   Maintaining the structure charts for the portfolio

o   Assisting with ad hoc group restructures, strike offs and projects if the team require additional assistance

o   Updating Diligent Entities and the statutory registers with any company changes

o   Manage, train and support junior members in the team


Ideally, you’ll have some or all of the following qualifications, skills and job-related experience

  • Must be ICSA qualified (at least ACIS)
  • Experience in a Company Secretariat team preferably in professional services and/or in a fund/investment firm.
  • Must have excellent minute taking skills
  • Must have experience in supporting in corporate transaction work such as M&A’s and group restructures
  • Must be proficient in using technology and leveraging digital applications and media platforms such as Microsoft Teams, Zoom, Office 365, board pack software (such as Board Intelligence) and entity management software (such as Diligent).

And to really stand out from the crowd, you will display the following qualities and characteristics:

  • Self-motivated with the ability to work in a fast-paced environment
  • Good analytical and numerical skills
  • Positive, helpful and enthusiastic attitude
  • Must be curious and seek to learn and improve

Additional Information

Our Values and DNA  

At Octopus we don't just focus on what we do but also how we do it. Everyone shares our values of being straightforward, helpful and bold. And while these are the principles that guide us as an organisation, our DNA goes even further, by revealing our inner strengths:  

We are loyal: we fully buy-in to the company's vision and believe in everything that Octopus stands for.

We are respectful: we live and breathe the Octopus values of being helpful, straightforward and bold.

We are resilient: we have an inner strength that means we never give in.  

We are intellectually curious: we seek to understand how the world works and were always learning, adapting and improving.  

We understand who our customers are: and because we know them really well, we always give them our very best.  

What we offer Octopus has built an exciting and inclusive high-performance culture where employees feel empowered. This means we welcome discussions around flexible working hours. We also understand the value of diversity, and we have a team dedicated to promoting gender, ethnic, socio-economic, LGBT and disability equality, to make sure we back up our words with actions. All Octopus employees are given the opportunity to develop new skills, aim higher and accelerate their careers.

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