Executive Secretary

Utter Consulting; Jeddah; On-site; SAR 100,000 - 170,000; Full time

Job summary

Utter Consulting in Jeddah is seeking a proactive Personal Assistant to support an executive with calendar management, travel planning, and high-volume communications. The role demands discretion, professionalism, and the ability to adapt to changing priorities in a fast-paced environment.

You will coordinate domestic and international travel, prepare meetings and materials, and liaise with clients, suppliers, and internal teams.

Qualifications

• Experience as Personal Assistant or Executive Assistant preferred.
• 0

Responsibilities

• Manage executive calendar, appointments, meetings, and daily schedule.
• 0

Skills

Highly flexible

Adaptable

Excellent organization

Strong multitasking

Time management

Bilingual Arabic/English

Discretion and confidentiality

Presentable with seniors

Tools

Microsoft Office

Scheduling tools

Calendar management

Job description

• Manage the executive’s calendar, appointments, meetings, and daily schedule.


• Coordinate business and personal travel, including flights, accommodation, transportation, itineraries, and last-minute changes.


• Be available for short-notice domestic and international travel when required.


• Remain reachable and responsive to urgent calls and messages outside normal working hours, including evenings, weekends, and holidays.


• Manage calls, messages, emails, invitations, and follow-ups on behalf of the executive when required.


• Handle sudden changes in schedules, meetings, travel plans, and priorities efficiently.


• Coordinate meetings, visits, events, and other arrangements.


• Prepare correspondence, documents, meeting materials, and basic reports.


• Maintain reminders and follow up on deadlines, commitments, pending matters, and required actions.


• Liaise and coordinate with employees, clients, suppliers, government entities, and other external parties.


• Assist with business and personal errands and arrangements as required.


• Maintain organized records and handle confidential and sensitive information with discretion.


• Anticipate requirements and provide proactive support without requiring detailed instructions.


• Handle urgent and unexpected tasks as business and executive requirements arise.

Nature of the Role:

This is a highly flexible position and is not limited to a fixed daily routine. It requires responsiveness outside standard working hours, adaptability to changing priorities, and readiness for unexpected or short-notice travel.

Skills

Highly flexible and adaptable with working hours, location, and changing requirements.

Comfortable working in a fast-paced, high-pressure environment.

Willing to travel domestically and internationally, including at short notice.

High level of availability and responsiveness when urgent support is required.

Excellent organization and time-management skills.

Strong ability to multitask and prioritize.

Proactive and able to anticipate needs before being asked.

Resourceful and solution-oriented.

Calm and composed when dealing with last-minute changes or unexpected situations.

Strong follow-up skills and attention to detail.

Good judgment and ability to act independently when appropriate.

Excellent communication and interpersonal skills.

Professional and presentable when dealing with senior stakeholders and external parties.

Discreet, trustworthy, and able to maintain strict confidentiality.

Strong Arabic and English communication skills.

Good knowledge of Microsoft Office and common scheduling and communication tools.

Previous experience as a Personal Assistant, Executive Assistant, or similar role is preferred.

Valid passport and ability to travel as required.

Valid driving licence is preferred.