Executive Admin Assistant📣 Job Ad

About the Role

Catrion Group is seeking an Executive Admin Assistant to join its team in Jeddah. This full-time position is responsible for providing comprehensive administrative and corporate support to the VP, Procurement & Supply Chain. The role ensures efficient day-to-day operations and compliance with established company policies and procedures, including report editing, statistical reporting, and related administrative matters.

Core Administrative Support

• Administer office functions and ensure compliance with company policies and procedures for the VP - Procurement & Supply Chain office.
• Assist the VP, Procurement & Supply Chain with day-to-day tasks, managing vital information and maintaining strict confidentiality.
• Maintain and organize departmental files and records, ensuring they are updated and adhere to company record-keeping policies.
• Oversee major corporate correspondence related to Procurement, ensuring professional communication.
• Actively participate in regular supervision meetings and performance reviews.
• Prepare Performance Appraisals and evaluations for Procurement staff in coordination with the VP - Procurement & Supply Chain.
• Manage all appointments, travel plans, and arrangements for the VP - Procurement & Supply Chain, providing timely reminders.
• Arrange, participate in, and accurately record minutes of VP Procurement meetings and briefings as scheduled.

Reporting and Operational Coordination

• Prepare the department's monthly and weekly reports, along with time attendance sheets (TAS), within specified timeframes and administrative standards.
• Coordinate with the VP - Procurement & Supply Chain on yearly divisional budget preparation.
• Conduct yearly inventory of fixed/capital assets in coordination with the Finance Division and maintain complete Fixed Asset Reports.
• Utilize Legal+ for uploading and following up on Procurement Contracts and Legal advice.
• Prepare the Procurement onboarding plan for new joiners within the department.
• Assist in creating various internal requests, including IT forms, HR forms, Internal Approvals (IAs), and HR/IT tickets.
• Actively participate in and lead the process for the next year's budget, issuing required documents such as IAs, budget reallocations, and requisitions.

Compliance and General Duties

• Adhere to all Cybersecurity policies and procedures.
• Handle data and information according to their classification level.
• Ensure compliance with Cybersecurity requirements for user devices, internet, software, systems, and email.
• Comply with the acceptable use policy, utilizing Catrion information and technical assets solely for business purposes.
• Obtain necessary permits from the security department or authorized personnel before hosting visitors in sensitive company sites.
• Report any Cybersecurity incidents promptly.
• Perform other job-related duties as assigned by the VP Procurement or management, in accordance with Saudi Labor Law.

Qualifications and Experience

• Bachelor's degree or higher diploma.
• 4-5 years of relevant professional experience.
• Must be a Saudi national.

Work Environment

This is a full-time position based in Jeddah, Saudi Arabia.