Personal assistant

American President Lines; Marseille; Sur place; EUR 45 000 - 65 000; Plein temps

Résumé du poste

CMA CGM is seeking an Executive Assistant to support the senior executive, ensuring smooth operation and strategic communication within a global logistics leader. You will manage complex calendars, prepare correspondence and documentation, and coordinate meetings and travel with confidentiality and professionalism.

The ideal candidate will be fluent in French and English, highly organized, discreet, and capable of multi-stakeholder coordination in a fast-paced setting.

Qualifications

• Minimum 7 to 10 years of experience as an Executive Assistant, preferably within an international group.
• Proven experience managing complex executive calendars and coordinating high-level events.
• Strong ability to manage multiple priorities in a fast-paced environment.
• Fluent in French with excellent written and verbal communication; professional proficiency in English mandatory.
• Advanced proficiency in MS Office; familiarity with Teams, SharePoint; SAP or ERP experience.

Responsabilités

• Administrative Management: calendar planning, correspondence handling, document prep, filing and archiving.
• Organize meetings, logistics, materials and catering; prepare pre-meeting briefings.
• Coordinate travel: flights, trains, accommodations; liaise with security as needed.
• Act as liaison between the executive, internal teams and external partners; manage information flow.

Outils

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Teams

SharePoint

SAP

Description du poste

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Led by Rodolphe Saadé, the CMA CGM Group, a global leader in shipping and logistics, serves more than 420 ports around the world on five continents. With its subsidiary CEVA Logistics, a world leader in logistics, and its air freight division CMA CGM AIR CARGO, the CMA CGM Group is continually innovating to offer its customers a complete and increasingly efficient range of new shipping, land, air and logistics solutions.

Committed to the energy transition in shipping, and a pioneer in the use of alternative fuels, the CMA CGM Group has set a target to become Net Zero Carbon by 2050.
Through the CMA CGM Foundation, the Group acts in humanitarian crises that require an emergency response by mobilizing the Group’s shipping and logistics expertise to bring humanitarian supplies around the world.

Present in 160 countries through its network of more than 400 offices and 750 warehouses, the Group employs more than 155,000 people worldwide, including 4,000 in Marseilles where its head office is located.

Executive Assistant

Within CMA CGM, a global leader in shipping and logistics, the Executive Assistant plays a key role in ensuring the organization and smooth running of the executive’s activities. You will help optimize their time, facilitate decision-making and ensure effective communication, while embodying the Group’s professional image and values.

WHAT WILL YOU DO?

1. Administrative Management

Calendar Management

• Plan, prioritize and manage the executive’s appointments, meetings and business travel using tools such as Outlook and Teams.

Correspondence & Emails

• Sort, review and handle requests (letters, emails and internal messages) with responsiveness and discretion.
• Draft responses and summaries on behalf of the executive.

Document Preparation

• Draft meeting minutes, official correspondence, reports and presentations using PowerPoint and Word.
• Proofread and review documents prior to distribution.

Filing & Archiving

• Organize and archive physical and digital files in accordance with internal procedures.

2. Organization & Coordination

Meetings

• Organize all logistical aspects of meetings, including meeting rooms, videoconferencing, materials and catering, and send meeting invitations.
• Prepare meeting materials and anticipate the executive’s needs, including pre-meeting briefings.

Business Travel

• Arrange flights, trains, chauffeur-driven cars, accommodation and dining reservations.
• Prepare itineraries and coordinate with security teams when required.

Multi-Stakeholder Coordination

• Act as a key liaison between the executive, internal teams and external partners.
• Filter, prioritize and redirect requests with tact and diplomacy.

3. Communication & Representation

Reception & Telephone Management

• Welcome visitors, including clients, partners and employees, and handle telephone calls with professionalism.
• Direct contacts and requests to the appropriate departments.

Information Sharing

• Communicate the executive’s messages and decisions to the relevant teams.
• Ensure smooth and effective information flow across the organization.

Company Representation

• Represent CMA CGM with professionalism and rigor when interacting with stakeholders, including at events and trade shows.
• Maintain strict confidentiality regarding sensitive information, discussions and data.

WHO ARE WE LOOKING FOR?

Organization

• Strong ability to manage multiple priorities in a fast-paced and dynamic environment.

Rigor & Discretion

• Excellent attention to detail and a strong sense of confidentiality, particularly when handling strategic documents and sensitive calendars.

Communication

• Fluent French, with excellent written and verbal communication skills.
• Professional proficiency in English is mandatory.
• Strong interpersonal and communication skills, with the ability to interact effectively at all levels of the organization.

Technical Skills

• Advanced proficiency in Microsoft Office Suite, particularly Word, Excel, PowerPoint and Outlook.
• Familiarity with collaborative tools such as Teams and SharePoint, as well as SAP or other ERP systems depending on the department.
• Ability to anticipate needs, take initiative and adapt quickly to changing priorities and urgent situations.

Autonomy & Versatility

• Ability to anticipate needs, take initiative and adapt quickly to changing priorities and urgent situations.

EXPERIENCE

• Minimum 7 to 10 years of experience as an Executive Assistant, preferably within an international group.
• Proven experience managing complex executive calendars and coordinating high-level events.

PERSONAL QUALITIES

• Resilience under pressure: Comfortable working at a fast pace and handling frequent unexpected situations.
• Service-oriented mindset: Strong sense of service and results-driven approach.
• Team spirit: Ability to work collaboratively with other assistants, support functions and operational teams.