Executive Assistant

Octopus Legacy; Greater London; Hybrid; GBP 30,000 - 45,000; Full time

Job summary

A fast-growing startup is seeking an energetic Executive Assistant to support its founder. You will manage the founder's calendar, handle communications, and coordinate events, thriving in a dynamic environment. Ideally, you have over 2 years of executive experience, strong organizational skills, and the ability to handle confidential information with discretion. Join us to help shape a legacy that connects people as we transform the processes around end-of-life planning.

Benefits

Flexible holiday + extra day off for your Birthday

Work from anywhere for up to 4 weeks per year

Vitality Health & Life Insurance

Enhanced parental leave

Free Will & LPAs

Cycle to Work Scheme

Charitable fundraising matching up to £500

Qualifications

• 2+ years' experience in a PA or EA role supporting senior leaders.
• Ability to juggle multiple priorities and manage diaries.
• Experience in handling sensitive documents and financial transactions.

Responsibilities

• Manage the founder’s calendar and appointments efficiently.
• Draft email responses and prioritize requests.
• Support with payroll, invoices, and team events.

Skills

Highly organised

Clear communicator

Proactive Problem-Solver

Adaptable & Flexible

Team player

Confidentiality

Job description

The Role

We’re looking for an ambitious and energetic Executive Assistant who’s excited by the idea of working in a fast-paced, high-growth startup. This is a great opportunity for someone with around 2+ years of PA or EA experience who’s ready to step into a role with more responsibility, supporting a founder operating at full speed.

You’ll be the go-to person for our Founder, Sam, keeping things organised, running smoothly, and moving forward. One day you might be wrangling calendars and emails, the next coordinating team events or jumping on a special project - no two days will look the same.

We need someone who loves the variety that comes with startup life, can stay calm under pressure, and gets things done.

Key Responsibilities

• Manage the founder’s calendar, keeping appointments, meetings, and calls running smoothly and efficiently.
• Keep on top of emails, draft responses, and prioritise requests to make sure nothing slips through the cracks.
• Support with payroll, invoices, and expenses, ensuring accuracy and deadlines are met.
  Organise team events, all-hands meetings, and team-building activities that bring everyone together and keep things fun.
• Make sure the office runs seamlessly - from supplies to mail to those last‑minute ad hoc requests.
• 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:

• 2+ years’ experience in a PA or EA role, ideally supporting busy teams or senior leaders.
• 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: you keep things simple and straightforward.
• 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

• 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.
• 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.

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.