Executive Assistant

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.

 

Position Summary:

 

Provide comprehensive administrative support to the Executive Level Management Team.  Key activities include travel arrangements, program planning and meeting coordination, handling sensitive and/or confidential documents and information, overall support at an executive level and portray a respected image of the Company’s leadership through excellent internal and external customer service.

 

 

Essential Duties / Responsibilities:

 

• Provide administrative support for the Executives Management Team of CMA CGM (America) LLC in a variety of administrative tasks including but not limited to executive calendar, scheduling meetings, and screening incoming calls.
• Act as liaison with all outside agencies and industry contacts on behalf of the Executive Management Team.
• Coordinates detailed travel arrangements including air travel, car services and accommodations; prepares travel documents and analyzes flight options to minimize travel time; understands the challenges and complexity of domestic and international travel and plans in a manner to most effectively assist the executives.
• Coordinates travel arrangements and accommodations for employee relocations, candidates interviewing with the Company, and employees required to travel not in possession of company credit card.   Schedules flights, makes hotel and ground transportation reservations and arranges for payment in certain situations. 
• Ad Hoc reporting and analysis as requested by the Executive Management Team.
• Direct involvement with meeting minutes, ad hoc presentations, and preparation of corporate communication materials, as requested.
• Correspondence on behalf of the Executive Management Team.
• Prepare, arrange and coordinate meetings and events. Has authority to enter into contractual arrangements with hotels, conference centers, restaurants and caterers on behalf of the Company.
• Coordinates travel arrangements and accommodations for employee relocations, candidates interviewing with the Company, and employees required to travel not in possession of company credit card.   Schedules flights, makes hotel and ground transportation reservations and arranges for payment in certain situations. 
• Maintains expense reporting for employee relocation expenses.  Works with Payroll to determine non-deductible and deductible expenses are properly allocated. 
• Updates Company Organization Charts.
• Maintains and distribute monthly Departmental Spot Awards gift cards.
• Prepares recognition documents for employee longevity.
• Assist with Visa’s documentation and letter preparation as required.
• Anticipate senior executive needs and proactively bring together resources
• Maintains strict confidentiality on all functions performed.
• Provide backup support to other Executive Assistants as needed.
• Arrange for lunches and refreshments on the occasion of customer visits. 
• Coordinate semi-annual meetings hosted by EMT, providing update to employees on state of the company
• Other duties as assigned by Management.

 

Knowledge, Skills, and Abilities Required:

 

• Superior skills in using Microsoft Office software, particularly skilled with Microsoft Excel, Word, and Power Point. 
• Ability to multi-task while maintaining focus.
• Discretion and confidentiality are essential.  This individual must be able to keep confidences and act with the highest level of diplomacy and tact.
• A self-starter who does not need to wait for direction on daily support functions, but who understands when to ask for clarification or permission to move forward with a decision or delivery of a project.
• Excellent oral and written communication, organ