Executive Admin Assistant📣 Job Ad

About the Role

Saudi Airlines Catering Company is seeking an Executive Admin Assistant to join its team in Jeddah. This full-time position provides comprehensive administrative support to the Vice President of Procurement & Supply Chain, ensuring the efficient and compliant operation of the department.

Core Responsibilities

The Executive Admin Assistant is responsible for organizing, controlling, and supervising day-to-day and periodic administrative and corporate tasks. Key duties include:

• Administering office functions and ensuring compliance with established company policies and procedures.
• Assisting the VP, Procurement & Supply Chain in daily tasks, managing vital information, and maintaining confidentiality.
• Maintaining and organizing departmental files and records, ensuring they are updated and compliant with company record-keeping policies.
• Preparing monthly and weekly departmental reports, including time attendance sheets, within specified timeframes.
• Overseeing major corporate correspondence related to Procurement, ensuring efficient and professional communication.
• Coordinating and preparing with the VP for the yearly divisional budget.
• Conducting yearly inventory of fixed/capital assets in coordination with the Finance Division and maintaining complete Fixed Asset Reports.
• Preparing Performance Appraisals and evaluations for Procurement staff with the VP.
• Managing the Procurement onboarding plan for new joiners and assisting in creating various internal requests (IT forms, HR forms, IAs, HR and IT tickets).
• Actively participating in and leading the next year's budget process, issuing required documents such as IAs, budget reallocations, and requisitions.

Executive Support and Coordination

This role provides direct support to the VP, Procurement & Supply Chain, involving:

• Maintaining all appointments, travel plans, and arrangements for the VP, ensuring effective and timely reminders.
• Arranging, participating in, and taking minutes of VP Procurement meetings and briefings as per prescribed schedules.
• Utilizing Legal+ to upload and follow up on Procurement Contracts and Legal advice.
• Ensuring compliance with administrative standards and completing timely assignments.

Compliance and Data Handling

The Executive Admin Assistant must adhere to company policies regarding data security and intellectual property:

• Adhering to Cybersecurity policies and procedures.
• Dealing with data and information according to their level of classification.
• Avoiding violation of copyrights, patents, or any other intellectual property rights.
• Complying with Cybersecurity requirements related to the protection of user devices, internet, software, systems, and email.
• Adhering to the acceptable use policy and utilizing company information and technical assets solely for business purposes.
• Obtaining required permits from the security department or authority owner before hosting visitors in specific sensitive company sites.
• Reporting Cybersecurity incidents.

Qualifications and Experience

Candidates should possess the following:

• A minimum of 2 to 5 years of relevant experience in an administrative support role, preferably supporting a senior executive.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Strong organizational, communication, and interpersonal skills.
• Proficiency in report editing, statistical reporting, and record management.

Work Environment

This is a full-time position based in Jeddah, Saudi Arabia, within the Saudi Airlines Catering Company. The role requires adherence to company regulations and the Saudi Labor Law for all job-related duties.