Executive Admin Assistant

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.

• 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 VP
  - Procurement & Supply Chain regarding the yearly divisional budget preparation each year.
• 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 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 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 intellectual property, or similar laws or regulations.
• Comply with cybersecurity requirements related to the protection of user devices, Internet, software, systems, and e‑mail 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.

• Ability to multitask and detail oriented.
• Excellent time management skills.
• Excellent personal and interpersonal skills.
• Advanced in useful computer programs (MS Office – Word, Excel, PowerPoint, Visio & Outlook).
• Knowledge about budgeting (Personnel, Operating and CAPEX).
• Excellent organization skills.
• Excellent verbal and written communication skills.
• Knowledge in strategic planning.
• Can work under pressure especially in a very demanding environment.
• Be able to plan and execute on a given deadline.