Personal Assistant

About the Role

APM Terminals is seeking an exceptional Executive Assistant to the Managing Director based in Lázaro Cárdenas. This high-impact position provides strategic administrative support directly to senior leadership, playing a critical role in enabling executive effectiveness and driving operational excellence. As a trusted partner to the Managing Director, you will operate in a fast-paced, international environment while maintaining the highest levels of discretion and professional judgment.

With a vision to be a true integrator of container logistics and simplify our customers' supply chains, APM Terminals is building one global organization focused on supporting employees so they can best support our customers. This role offers direct exposure to strategic decision-making processes and the opportunity to build strong regional and global networks within our collaborative, diverse, and high-performing team environment.

Key Responsibilities
Executive & Strategic Support

• Act as a trusted partner to the Managing Director, providing proactive support and enabling focus on strategic priorities
• Take full ownership of the MD's calendar, managing complex scheduling across multiple stakeholders and time zones
• Provide comprehensive email and communication support, ensuring proper prioritization and timely follow-ups
• Act as an effective gatekeeper, optimizing the MD's time and decision-making effectiveness
• Anticipate needs and provide solutions before issues arise, demonstrating exceptional foresight and planning

Planning & Coordination

• Organize and coordinate leadership meetings, town halls, and offsites with meticulous attention to detail
• Facilitate customer and stakeholder engagements, ensuring seamless execution
• Prepare and support presentations, reports, and materials for executive and board-level meetings
• Track action items, deadlines, and deliverables to ensure execution discipline and accountability
• Coordinate cross-functional initiatives and ensure alignment between various departments

Travel & Expense Management

• Plan and execute comprehensive end-to-end travel logistics for both domestic and international trips
• Manage and process travel expenses with accuracy, ensuring full compliance with company policies
• Negotiate with vendors and service providers to optimize travel arrangements and costs
• Maintain detailed travel records and documentation for reporting purposes

Stakeholder & Communication Management

• Act as a key liaison between the MD and local and regional leadership teams
• Serve as primary point of contact with global stakeholders and functions
• Manage visitors including customers, candidates, and senior officials with the highest level of professionalism
• Support and maintain internal communication channels across various platforms
• Facilitate effective information flow between departments and leadership levels

Operational & Administrative Excellence

• Maintain documents, trackers, and reporting tools with exceptional accuracy and attention to detail
• Support Workday and system-related administrative processes including approvals and onboarding/offboarding coordination
• Coordinate people communications, updates, and engagement initiatives
• Lead or support ad-hoc projects and special initiatives as assigned
• Implement process improvements to enhance efficiency and effectiveness

Requirements
Experience & Qualifications

• Bachelor's degree in Business Administration, Finance, Communications, or related field preferred
• Proven experience as an Executive Assistant supporting senior leadership at Director level or above
• Experience in multinational or matrix organizations highly valued
• Demonstrated track record of supporting C-level executives in complex business environments

Skills & Capabilities

• Exceptional organizational and prioritization skills with ability to manage competing demands
• Strong stakeholder management and influencing skills across all organizational levels
• High level of discretion, professionalism, and confidentiality in handling sensitive information
• Excellent written and verbal communication skills with ability to adapt tone and style
• Proven ability to manage multiple priorities effectively in fast-paced environments
• Proactive, solution-oriented mindset with high dependability and reliability

Ways of Working

• Service-oriented mindset with strong ownership and accountability for deliverables
• Ability to work independently while collaborating effectively across global teams
• Strong attention to detail combined with continuous improvement mindset
• Comfortable navigating ambiguity and adapting to shifting priorities
• Cultural sensitivity and ability to work effectively in diverse, international settings

Technical Skills

• Proficient in Microsoft Office Suite including Excel, PowerPoint, Outlook, and Teams
• Experience with HR systems such as Workday considered an advantage
• Strong digital and systems agility with ability to quickly learn new technologies
• Familiarity with project management tools and collaboration platforms

Languages

• Fluent in English and Spanish required
• Additional languages considered an asset given our global operations

What We Offer

At APM Terminals, we enable you to become your best version