Senior Executive Assistant – 12 month FTC

London, UK
Contract

Company Description

Octopus is a group of companies which invests in the people, ideas and industries that will help to change the world.

We believe that the companies serving two of our most important needs – our financial wellbeing and our planet’s future – are failing. And we want that to change. We want everything we do, whether that’s in financial services or energy supply, to have a positive impact on the people it touches.

In our financial services business, we care as much about the impact our investments have, as we do about the returns that we generate for our investors. We manage more than £9.1 billion* on behalf of retail and institutional investors, specialising in renewable energy, real estate, smaller company and venture capital investing.

Our energy supply business - Octopus Energy, is one of the fastest growing companies in the UK. It has grown from start-up to more than 1.7 million customers over the last four years and is now the #1 rated UK energy supply business, and the only one to be recommended by Which? three years in a row.

Octopus Energy, Octopus Giving, Octopus Investments, Octopus Renewables, Octopus Real Estate, Octopus Ventures, Seccl Technology and Octopus Wealth are all part of Octopus Group. Visit octopusgroup.com.

Job Description

About the Role

We’re looking for a Senior EA to work within Octopus Investments supporting Ruth Handcock our CEO and Paul Latham, Managing Director. This is an exciting opportunity to operate at the most senior levels in a dynamic, entrepreneurial organisation.

Core responsibilities will include:

  • Being an approachable, informative, reliable point of contact for Ruth and Paul that people across Octopus and outside the organisation enjoy working with. You will reflect the Octopus values in every interaction you have.
  • Complete ownership of diary and time management, including inbox management. The successful candidate will own and set agreed standards for Ruth and Paul’s diaries and its day-to-day management, identifying and organising meetings without guidance and responding on their behalf where necessary.
  • Knowledge of the business and relationships to enable decision making across the key stakeholders, acting with discretion, and handling sensitive and personal information.
  • Managing complex correspondence with clients, both internal and external. This includes  meetings, travel and events, sometimes for large groups, including venue hire, catering and attendee communication.
  • Proactively thinking and planning weeks, months and a year ahead of time to ensure deadlines are met and Ruth and Paul have everything they need in advance of an upcoming event.
  • Special projects: leading on special projects that could include team business reviews, career surgeries and company-wide initiatives, to take on these tasks and project manage from start to finish.
  • Planning: proactively owning agendas ahead of time, locating briefing papers, minutes and presentations from a range of sources and advising the state of play in advance to ensure a smooth execution.
  • Document Preparation: Assembling, creating and reformatting high quality presentations, and client-ready papers. Taking minutes in regular committee meetings and following up on action points as well as assisting with research for presenters.
  • Ad hoc support for the wider product team: completion of expenses and processing of invoices in accordance with company policy.

Qualifications

Ideally, you’ll have been in a Senior EA role in a fast-paced high performing environment. We will need you to have exposure to the following experiences within your career:

  • Accuracy: High attention to detail: able to produce and proof-read high quality written communications, presentations, board papers and financial data with limited supervision as well as providing feedback where appropriate.
  • Strategic mindset: able to cut through noise to give a decisive view of the way forward.
  • Motivator and great communicator: proven ability to work with a wide range of different individuals and able to flex style to different situations. Be upbeat with a can-do attitude. Be confident to be able to push back if communications/tone isn’t right.
  • Execution: Be able to get things done efficiently and effectively without fuss, working independently on their own initiative with limited or no input from Ruth or Paul unless critical.
  • Time Management: Be able to proactively manage multiple tasks and projects seamlessly, prioritising workloads in order to meet deadlines. The ability to work collaboratively and build and develop relationships with multiple stakeholders, communicating progress and working with shifting deadlines.

 

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, as well as a highly resourceful team-player.
  • Extensive experience in handling confidential information and reports with the highest level of discretion.
  • Calm, rational behaviour in difficult or pressured situations.
  • Detail orientated, strong analytical and numerical skills, and quality conscious.
  • Highly proficient in Microsoft office, particularly Power Point and Excel, and must be curious to learn and improve whilst instilling automated and digital solutions wherever appropriate.

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 strength: 

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 we’re 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.

Location