Personal Assistant H/F CMA CGM

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.

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.

  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.

  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.

Come along on CMA CGM's adventure !