Functional Assistant

AGO JOBS & HR; Brussel; Hybride; EUR 45 000 - 65 000; Plein temps

Avantages offerts par ce poste

Hybrid work environment

Résumé du poste

Toyota Motor Europe is seeking a Functional Assistant to support the Function Head with agenda management, mailbox oversight, travel booking, expenses, and team coordination. This role sits in a hybrid work setting based in Brussels, with strong collaboration across divisions to ensure smooth operations.

Responsibilities cover travel logistics, event planning, meeting organization, and office administration, including procurement via Oracle Finance.

Qualifications

• Experience coordinating agendas, mailboxes and travel.
• Ability to organize team meetings and events.
• Familiarity with office management and procurement tasks.
• Strong communication and cross-functional collaboration.

Responsabilités

• Manage the Function Head's agenda, mailbox, travel booking, and expenses.
• Support team Heads with travel and expenses upon request.
• Coordinate travel-related information across the function.
• Organize All Team meetings and present team content.
• Set up weekly/direct reports meetings and prepare midterm agendas.
• Coordinate off-site meetings, hotels, catering, and registrations.
• Keep mailing lists and org charts up to date.
• Coordinate daily office operations and meeting rooms.
• Create PR/POs and supplier creation in Oracle Finance when needed.
• Coordinate facility matters and organize clean-up activities.
• Ad-hoc support to team members.
• Support leadership to foster One Team Spirit.

Connaissances

Coordination

Scheduling

Travel planning

Communication

Outils

Oracle Finance system

PowerPoint

Description du poste

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Toyota is one of the world's largest automobile manufacturers and a leading global corporation. Founded in 1937. Toyota now sells vehicles in 170 countries and employs over 350.000 people. Based in Brussels, Belgium, and staffed by 2.700 people and more than 60 nationalities, Toyota Motor Europe (TME) handles the wholesale marketing of Toyota and Lexus vehicles, parts & accessories, and manages Toyota's European R&D, manufacturing, and engineering operations.

The company is excited to be transforming into a mobility company focusing on bringing even more happiness to our customers through various mobility solutions.

Functional Assistant

Lexus, One Omnichannel Experience (Lexus, OCX) is the Function that is the promoting the LEXUS brand 360 degree and delivers one seamless omnichannel experience across physical and digital touchpoints. The Function brings under one roof Divisions such as Lexus Brand, Digital Experience & E-Commerce, Data Platforms & Customer Engagement Management (CEM), Customer Relations, Strategy & Performance, and One Academy. Its mission is to define and connect every customer touchpoint across the ONE TOYOTA Ecosystem in an omnichannel way to drive conversion, loyalty and monetisation. AI based automation and self-services are unlocking cost efficiencies, while a system of actionable insights is leading to continuous performance improvements. A unified, centrally governed and legally compliant data foundation is the key enabler for building long term trusted relationships with our customers.

Due to its multiple impact across the business, the function should collaborate seamlessly with other TME functions and NMSCs as the primary implementer.

Profiel

Agenda, Mailbox, Expense & Travel Management: Manage the Function Head's agenda, mailbox, travel booking, and expenses.

Team Travel & Expenses: Support team Heads with travel and expenses upon request.

Travel Coordination: Share travel-related information across the function.

All Team meeting organization: Organize Quarterly All Team meeting – book venue, collect and consolidate presentations from each team, present team related content.

Weekly Direct reports meeting / Bi-Weekly Lexus Team Meeting: set-up meeting (including meeting room), consolidate PowerPoint presentation for the meetings, create midterm agenda visibility.

Off-site Meetings: Coordinate logistics, including hotels, catering, venues, and registration.

Events: Organise Christmas parties and team-building activities.

Mailing Lists & Org Charts: Keep mailing groups and organisation charts up to date.

Office Management: Coordinate daily office operations, meeting rooms, and group calendars.

(Oracle Finance system) PR/PO & Supplier Creation: Create PR/Pos when needed (such as special office supply ordering, Teambuilding down payment)

Facilities: Coordinate facility matters, locker lists, and Kara-Kara clean-up activities.

Ad-hoc Support: Support team members with ad-hoc requests.

One Team Sprit: Support the leadership team in building a One Team Sprit considering the diversity of the divisions.

Aanbod

Toyota offers a comprehensive remuneration package, including interesting extra-legal benefits. Toyota provides flexibility to take care of both your career and your personal life by providing hybrid work environment with structural possibility to both work from home & collaborate in the office.

At Toyota Motor Europe, they are committed to providing equal employment opportunity to all. All recruitment decisions are based on the individual and their qualifications along with the job requirements. The selection process is without regard to nationality, sexual orientation, gender identity or expression, date of birth, religion, ethnicity, disability or other personal characteristics. Toyota do not tolerate harassment or discrimination as our individual experiences and overall diversity is a key strength. Together, let's have the power to make a positive change and go beyond the ordinary. If you need any specific consideration for the interview process due to disability or any other reason, please let the recruiter know.

Contract:

Long term interim contract (weekly renewed)

Full time

Hybrid : Toyota Motor Europe HQ in Evereand possibility for home office