Executive Admin Assistant

Catrion; Jeddah; On-site; SAR 167,400 - 256,680; Full time

Job summary

CATRION in Jeddah seeks an experienced administrator to organize and supervise day-to-day and periodic tasks for the VP Procurement & Supply Chain. You will manage reports, maintain records, coordinate meetings, and ensure policy compliance, confidentiality, and timely communication.

The role also involves budgeting support, inventory coordination with Finance, onboarding for new joiners, and handling IT, HR forms, and security procedures to protect company information.

Responsibilities

• Responsible for the administration functions and ensuring compliance of the established company policies and procedures for the effective running of the VP – Procurement & Supply Chain office.
• Assist the VP, Procurement & Supply Chain in all day‑to‑day tasks in referring to vital information and maintain confidentiality wherever required.
• Maintain and organize departmental files and records and ensure that each file is always updated and implemented with the company’s policies pertaining to record keeping.
• Prepare the department’s monthly and weekly reports, and time attendance sheets (TAS) within the given timeframe. Compliance with administrative standards & other timely assignments.
• Oversee all major corporate correspondence related to Procurement and ensure efficient and professional communication skills are applied.
• Actively participate in regular supervision meetings and performance reviews.
• Coordinate and prepare together with the VP – Procurement & Supply Chain regarding the yearly divisional budget preparation.
• Conduct yearly inventory of fixed/capital assets in coordination with Finance Division and keep regular follow‑up on any inventories of various units within the Procurement Division and maintain complete fixed asset reports.
• Prepare performance appraisals and evaluations for Procurement staff with the VP – Procurement & Supply Chain.
• Maintain all appointments, travel plans and arrangements for the VP – Procurement & Supply Chain and ensure effective and timely reminders.
• Arrange, participate, and take minutes of VP Procurement meetings and briefings as per prescribed schedules.
• Perform other tasks as may be assigned from time to time by the VP Procurement.
• Use Legal+ to upload and follow up on Procurement contracts and legal advices.
• Prepare the Procurement onboarding plan for new joiners in the department.
• Assist in creating requests (IT forms, HR forms, IAs, HR and IT tickets).
• Actively participate and lead the process of next year’s budget and issue required documents such as IAs, budget reallocation and requisitions.
• Perform other job‑related duties as assigned.
• Perform other duties related to the job and/or the operation of the company in accordance with the regulations of the Saudi Labor Law.
• Adhere to cybersecurity policies and procedures.
• Deal with data and information according to their level of classification.
• Avoid violating the rights of any person or company protected by copyrights, patents, or any other intellectual property, or similar laws or regulations.
• Comply with cybersecurity requirements related to the protection of user devices, Internet, software, systems, and email requirements.
• Adhere to the acceptable use policy and use CATRION information and technical assets only for business purposes.
• Obtain the required permit from the security department or the owner of the authority in CATRION before hosting visitors in the company’s specific sensitive sites.
• Report cybersecurity incidents.

Job description

Job Purpose Statement

Responsible to organize, control and supervise day-to-day or periodic administrative works and corporate tasks for VP Procurement & Supply Chain, including report editing and statistical reporting and related matters.

Responsibilities

1. Responsible for the administration functions and ensuring compliance of the established company policies and procedures for the effective running of the VP – Procurement & Supply Chain office.
2. Assist the VP, Procurement & Supply Chain in all day‑to‑day tasks in referring to vital information and maintain confidentiality wherever required.
3. Maintain and organize departmental files and records and ensure that each file is always updated and implemented with the company’s policies pertaining to record keeping.
4. Prepare the department’s monthly and weekly reports, and time attendance sheets (TAS) within the given timeframe. Compliance with administrative standards & other timely assignments.
5. Oversee all major corporate correspondence related to Procurement and ensure efficient and professional communication skills are applied.
6. Actively participate in regular supervision meetings and performance reviews.
7. Coordinate and prepare together with the VP – Procurement & Supply Chain regarding the yearly divisional budget preparation.
8. Conduct yearly inventory of fixed/capital assets in coordination with Finance Division and keep regular follow‑up on any inventories of various units within the Procurement Division and maintain complete fixed asset reports.
9. Prepare performance appraisals and evaluations for Procurement staff with the VP – Procurement & Supply Chain.
10. Maintain all appointments, travel plans and arrangements for the VP – Procurement & Supply Chain and ensure effective and timely reminders.
11. Arrange, participate, and take minutes of VP Procurement meetings and briefings as per prescribed schedules.
12. Perform other tasks as may be assigned from time to time by the VP Procurement.
13. Use Legal+ to upload and follow up on Procurement contracts and legal advices.
14. Prepare the Procurement onboarding plan for new joiners in the department.
15. Assist in creating requests (IT forms, HR forms, IAs, HR and IT tickets).
16. Actively participate and lead the process of next year’s budget and issue required documents such as IAs, budget reallocation and requisitions.
17. Perform other job‑related duties as assigned.
18. Perform other duties related to the job and/or the operation of the company in accordance with the regulations of the Saudi Labor Law.
19. Adhere to cybersecurity policies and procedures.
20. Deal with data and information according to their level of classification.
21. Avoid violating the rights of any person or company protected by copyrights, patents, or any other intellectual property, or similar laws or regulations.
22. Comply with cybersecurity requirements related to the protection of user devices, Internet, software, systems, and email requirements.
23. Adhere to the acceptable use policy and use CATRION information and technical assets only for business purposes.
24. Obtain the required permit from the security department or the owner of the authority in CATRION before hosting visitors in the company’s specific sensitive sites.
25. Report cybersecurity incidents.