Functional Assistant

Jobat; Evere; Sur place; EUR 42 000 - 60 000; Plein temps

Résumé du poste

Toyota Motor Europe in Brussels is seeking a proactive Executive Assistant to support the Function Head and the Lexus OCX team. You will manage calendars, mailbox, travel bookings, and expenses.

Responsibilities include coordinating team travel, organizing quarterly All Team meetings, weekly and bi-weekly meetings, off-site events, and keeping mailing lists and org charts up to date. You will also oversee office operations, PR/PO & supplier creation in Oracle Finance, plus ad-hoc support to

Responsabilités

• Agenda, mailbox, travel management for the Function Head.
• Support team travel and expenses for the Lexus OCX group.
• Coordinate travel information across the function.
• Organise quarterly All Team meetings: venue, collect presentations, present content.
• Set up weekly/bi-weekly meetings and prepare mid-term agenda visibility.
• Coordinate off-site meetings: hotels, catering, venues, registration.
• Organise events including Christmas parties and team-building.
• Maintain mailing lists and organisation charts.
• Oversee daily office operations and meeting room management.
• (Oracle Finance system) PR/PO & supplier creation.
• Coordinate facilities, lockers, and clean-up activities.
• Provide ad-hoc support to team members.
• Foster One Team Spirit across divisions.

Description du poste

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.

Jobomschrijving

Team/division description:

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.

Your task:

• 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: Organise 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.