Personal Assistant cum Business Development Executive

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.

1. PURPOSE

Provide high-level, confidential executive support to the General Director of the Vietnam Cluster (Vietnam & Cambodia). The role ensures effective time and priority management, seamless coordination of meetings and travel, clear communication with internal and external stakeholders, and timely follow-up on actions and deliverables in a fast-paced, multi-time-zone environment.

2. WORK RELATIONSHIP

• Internal: Vietnam & Cambodia leadership teams; Commercial, Customer Care, Operations & Logistics, Finance, HR/Admin; Regional Office (APAC); Group/HO functions; Branch offices.
• External: Customers, partners, vendors, landlords, event providers, embassies/consulates, government offices, industry associations.

3. RESPONSIBILITIES

3. 1. Executive support & time management

• Manage the General Director’s calendar, identifying timely (rolling 7-day agenda daily check) overlaps or conflicts, coming to General Director with clear options or suggestions and confirming the decision with General Director.
• Act as the primary point of contact between the General Director and internal stakeholders regarding schedules, priorities, requests, and inquiries, ensuring proactive communication and coordination with all stakeholders.
• Handle and manage administrative procedures for both the General Director and the company in accordance with newly issued government regulations and national digitalization requirements, ensuring timely updates, compliance, and proper documentation.
• Prepare executive briefings, pre-reads, talking points, and background materials; track key questions and decisions.
• Draft, edit, and format professional correspondence, presentations, and reports.

1. 2. Meeting orchestration & governance

• Organize end-to-end meeting logistics, including agendas, invitations, venues or virtual links, materials, and hospitality arrangements.
• Attend meetings as required to capture minutes, decisions, and action items; track follow-ups to completion and escalate risks when needed.
• Attend, document, prepare accurate and well-structured actions for weekly Management Team meetings, ensuring clear follow-up actions and alignment among stakeholders.   

1. 3. Travel, expenses & housing

• Plan, coordinate, and execute all logistics for the General Director’s business trips, including air ticketing, hotel bookings, immigration needs, phone connection and transportation arrangements. Proactively coordinate agenda and receive/print meeting preparation before travel.
• Manage and oversee the full process of Vietnamese business visa, work permit and Temporary Residence Card (TRC) applications, extensions, and renewals for the General Director and family members, ensuring full compliance with regulations and timely completion.
• Coordinate housing arrangements and handle all related administrative and legal matters.
• Process expense claims accurately and on time, ensuring compliance with Group policies and local requirements.
• Support visa applications for visitors and employees as needed.

1. 4. Stakeholder & office coordination

• Prepare and submit weekly visitor reports to the Management Team, ensuring information is accurate, complete, and properly documented.
• Maintain and update visitor records and ensure timely communication with relevant members of the Management Team.
• Supervise and coordinate contractors for office repair, maintenance, and renovation works to ensure work quality, safety compliance, and adherence to timelines.
• Provide guidance and oversight to tea ladies and receptionists to ensure service delivery meets expected quality standards, acting on behalf of the Admin Manager when required.
• Support administration of vendors and service providers related to executive office operations when needed.
• Maintain and manage vendor contracts, including tracking contract details, updating records, and coordinating payment processes. Monitor contract lifecycle and ensure all contracts are reviewed and renewed at least three months prior to expiration to maintain compliance and continuity of service.
• Collect and verify supporting documents, process claims, and follow up to ensure timely payment. Provide support for administrative cash management, including processing claims, tracking payments, and ensuring accuracy and timely settlement.
• Provide comprehensive relocation and immigration support for expatriates, including managing Vietnamese visa, work permit, and residence card applications, ensuring timely submission, compliance with regulations, and smooth processing.
• Assist foreign guests and CCV colleagues with visa applications, as well as coordinating hotel accommodation, transportation arrangements, and related payment processes, ensuring an uninterrupted and professional service experience.
• Provide end-to-end support for visitors of the General Director traveling to Vietnam, including scheduling, coordination, and logistical arrangements, to ensure a high standard of service quality and visitor satisfaction.
• Liaise with external stakeholders for scheduling, invitations, and protocol arrangements, including VIP visits.

4. QUALIFICATIONS AND PROFILE

• Bachelor’s degree holder or above.

• At least 5 years of experience as a Personal or Executive Assistant supporting senior leaders (GM/MD/C-level) in a multinational environment.
• Proven experience managing complex calendars, cross-border travel, and senior stakeholder coordination.
• Experience in logistics, shipping is an advantage.

Skills & Competencies

• Languages: Excellent English and Vietnamese; French is an advantage.
• Digital Skills: Strong proficiency in Microsoft 365; experience with travel and expense systems.
• Organization & Planning: Highly organized, proactive, and detail-oriented; able to perform under pressure.
• Communication: Strong executive-level written and verbal communication skills.
• Interpersonal Skills: High emotional intelligence, diplomacy, and cultural sensitivity.
• Confidentiality: Demonstrates absolute discretion and ethical judgment.
• Flexibility: Willingness to support occasional after-hours coordination due to time zones and business needs.

Please ensure you are familiar with the CMA CGM Corporate Internal Mobility guidelines