Personal Assistant / Administrative Officer

JOB SPECIFICATION

Personal Assistant / Administrative Officer

Senior Leadership Team — Nigeria

Position Summary

About SeqoraVault

SeqoraVault Ltd is a zero-knowledge encrypted digital continuity platform — a secure vault where individuals and families store critical life documents and instructions across six asset categories, with an attestation-of-life engine and a controlled-release workflow for verified beneficiaries. We are a UK-registered company (Company No. 17068181) building a global platform with the United Kingdom and Nigeria as our launch markets.

We are at pre-seed stage and assembling a small, exceptional team. The Senior Leadership Team you will support directly comprises the Managing Director, Chief Technology Officer, fellow Directors, and the VP Strategy & Operations. Discretion, professionalism, and the ability to operate independently across time zones are core to this role.

Role Purpose

The Personal Assistant / Administrative Officer is the operational anchor for the Senior Leadership Team. You will own diary management, correspondence, document administration, meeting coordination, and the smooth running of internal workflows — making it possible for leadership to focus on building the business. This is a trusted, confidential role suited to an individual who is meticulous, self-directing, and fluent with modern productivity and AI tools.

Key Responsibilities

Diary, Travel & Meetings

1. Own the calendars of the Senior Leadership Team: schedule, reschedule, and protect time across multiple time zones (Nigeria, UK, and beyond).
2. Coordinate internal and external meetings end-to-end: agendas, invites, dial-in details, pre-reads, attendance tracking, minutes, and follow-up actions.
3. Arrange domestic and international travel, accommodation, and itineraries; reconcile expenses promptly and accurately.

Correspondence & Communications

1. Draft, proofread, and send correspondence (email, letters, internal notices) on behalf of leadership, maintaining the SeqoraVault tone of voice.
2. Triage incoming communications; flag what is urgent, file what is reference, and respond to routine matters independently.
3. Maintain professional contact records and stakeholder lists in Microsoft 365.

Document & Records Administration

1. Format, version-control, and file documents to a publish-ready standard using Word, PowerPoint, and Excel.
2. Maintain the leadership team's SharePoint and OneDrive structure: naming conventions, access permissions, and archive hygiene.
3. Treat all company information as confidential by default; observe SeqoraVault's data protection and information security policies at all times.

Operational Support

1. Track action items from leadership meetings through to completion and chase delivery courteously but firmly.
2. Coordinate with the wider team in the UK and Nigeria on cross-functional tasks (HR onboarding paperwork, vendor correspondence, policy acknowledgements).
3. Use AI tools (preferably Claude) responsibly to draft, summarise, research, and accelerate routine work — always reviewing outputs before they are sent.

Time-keeping & Reliability

1. Be available, on time, every working day during the agreed schedule; respond to leadership within agreed service levels.
2. Maintain a transparent, accurate timesheet; flag capacity issues early rather than late.

Essential Criteria

1. Proven track record of previous PA, Executive Assistant, or senior administrative work — minimum two years in a comparable role, with verifiable references.
2. Microsoft 365 — full suite proficiency: demonstrably strong with Outlook, Word, Excel, PowerPoint, Teams, OneDrive, SharePoint, and OneNote. Comfortable building tables, formatting documents to a professional standard, and using shared workspaces.
3. Excellent time-keeping and reliability — a non-negotiable. Punctuality, accurate diary management, and meeting deadlines without supervision.
4. Self-directing and self-motivating — able to take a brief, run with it, and return with the work completed. Comfortable in a remote, low-supervision environment.
5. Stable working environment — must reside in a location with stable power supply, or be able to provide independent power (generator, inverter, or solar) sufficient to work without interruption. Stable, fast internet is required.
6. Willingness to undergo full vetting — including identity verification, right-to-work confirmation, professional references, and background checks. Offers are conditional on successful vetting.
7. Fluent written and spoken English with excellent grammar, proofreading, and business correspondence skills.
8. Discretion and confidentiality — the post-holder will routinely handle sensitive personal, financial, and strategic information.

Desirable Criteria

1. AI-tool proficiency — practical experience using AI assistants (preferably Claude) to draft, summarise, research, format, and accelerate administrative work.
2. Microsoft 365 power-user skills — Excel formulas and pivot tables, Word styles and templates, PowerPoint master slides, Teams channels and tabs, SharePoint document libraries, and basic Power Automate flows.
3. Experience supporting a multi-director team or C-suite executive.
4. Exposure to a regulated environment (data protection, financial services, legal services) and an understanding of why confidentiality matters.
5. Experience working with UK-based or international stakeholders across time zones.
6. Competence with electronic signature platforms (DocuSign, Adobe Sign) and secure file-sharing tools.

Personal Attributes

1. Meticulous attention to detail; takes pride in clean, well-presented work.
2. Calm under pressure; able to re-prioritise quickly when the day changes.
3. Professional and warm in tone — represents SeqoraVault well to anyone who interacts with the leadership team.
4. Curious and willing to learn; embraces new tools and processes rather than resisting them.
5. Honest about mistakes; addresses them quickly rather than concealing them.

Working Arrangements

1. Engagement: Part-time or full-time. The role can be shaped around the right candidate; expected hours and working pattern will be agreed at offer stage.
2. Location: Fully remote within Nigeria. The post-holder must reside in Nigeria for the duration of the engagement.
3. Equipment & Licences: SeqoraVault will provide the laptop, Microsoft 365 licence, AI tooling licence, and any other software required to perform the role. Equipment is the property of SeqoraVault Ltd and is to be returned at the end of the engagement.
4. Power & Connectivity: The post-holder must be able to maintain a stable working environment. A power stipend is included in the annual compensation; the post-holder is responsible for arranging their own backup power and internet redundancy as needed.
5. Working Hours: Core hours will overlap with West Africa Time (WAT) and at least part of UK working hours. Specifics agreed at offer.

Compensation

1. Annual compensation: ₦1,500,000 – ₦2,000,000, depending on experience. The compensation includes a stipend toward power costs.
2. Performance bonus: Discretionary bonus available subject to satisfactory performance review against agreed objectives.
3. Equipment: Laptop and all required software licences provided.
4. Pro-rata: If engaged part-time, compensation will be pro-rated against the agreed working pattern.

Vetting & Conditions of Offer

Any offer of engagement is conditional upon the successful completion of SeqoraVault's vetting process. This includes, but is not limited to: government-issued identity verification, right-to-work confirmation, two professional references covering the most recent five years of employment, and a background check appropriate to the role. The post-holder will be required to sign SeqoraVault's standard Non-Disclosure Agreement, Acceptable Use Policy, and Data Protection Acknowledgement before commencing work. The post-holder must comply with the Nigeria Data Protection Act 2023 and SeqoraVault's information security policies at all times.