Personal assistant

CMA CGM; Marseille; Sur place; EUR 55 000 - 90 000; Plein temps

Résumé du poste

CMA CGM is seeking an Executive Assistant in Marseille to ensure the smooth running of the executive’s activities. You will optimize time, facilitate decision-making and maintain professional communications across the group.

Responsibilities include calendar and travel management, drafting correspondence, preparing minutes and presentations, and coordinating with internal teams and external partners to ensure confidentiality and efficiency.

Qualifications

• Fluent French with excellent written and verbal communication skills.
• Professional proficiency in English is mandatory.
• 7–10 years of experience as an Executive Assistant, preferably in an international group.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Excellent confidentiality and discretion with sensitive information.

Responsabilités

• Plan, prioritize and manage the executive’s appointments, meetings and travel using Outlook and Teams.
• Sort, review and handle requests (letters, emails) with discretion; draft responses.
• Draft meeting minutes, reports, and presentations using PowerPoint and Word; proofreading.
• Organize and archive files physically and digitally following internal procedures.
• Organize all logistics of meetings (rooms, videoconferencing, catering) and prepare materials.
• Arrange travel including flights, trains, accommodation and dining; coordinate with security as needed.
• Coordinate with internal teams and external partners; filter, prioritize and redirect requests.

Connaissances

Multitasking

Discretion

Communication

English proficiency

French proficiency

Calendar management

Outils

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Teams

SharePoint

SAP

Description du poste

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

• 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.

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.

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.

Profile description

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.

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.
• Welcome visitors, including clients, partners and employees, and handle telephone calls with professionalism.
• Direct contacts and requests to the appropriate departments.
• Team spirit: Ability to work collaboratively with other assistants, support functions and operational teams.