Assistant Company Secretary Assistant Company Secretary …

Octopus Investments
in London, United Kingdom
Permanent, Full time
Last application, 25 Feb 21
Octopus Investments
in London, United Kingdom
Permanent, Full time
Last application, 25 Feb 21
Octopus Investments
Assistant Company Secretary
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

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 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 and the 2 listed VCT's. 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.


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 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 3/4 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 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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