Senior Executive & Division Assistant| Toyota, Evere | Interim (permanent after 6 months)

  • Locatie
  • Categorie
    Secretariaat / Andere administr. beroepen - ander Administratief beroep
  • Referentie
  • Type contract
    Tijdelijk contract - mogelijkheid vast

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 300.000 people. As a company, Toyota Motor Europe focuses on sustainability and future generations and strongly promotes diversity, inclusion and gender equality. We are highly interested in receiving the applications from professionals of all backgrounds and genders looking to build their career in either scientific, engineering or corporate positions.

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.

For Toyota, Quality is a way of life. Nothing is so good that it cannot be made better, that is why we strive for continuous improvement in everything we do. This basic principle for us is called: “KAIZEN” and is what guides us in our pursuit of best Quality and the delivery of unparalleled customer’s satisfaction.

Toyota Motor Europe is looking for an experienced assistant. This role includes the administrative role as assistant to Business Planning Office (BPO) division and executive assistant to Lexus and BPO Vice President.

As Vice President support:

- Keeping agenda: scheduling, re-scheduling & coordinating all internal & external meetings, appointments and visits, handling all administrative details connected therewith (meeting room, material, catering, TV system etc.)

- Prepare complete travel package (incl. flights/ train, visa applications, hotels, transfers, detailed schedule, travel pack, ...).

- Online travel booking using Egencia Web tool

- Handling Expense reports

- Monthly Expenses overview per division

- Follow up on overall travel budget

- Business trip requests approval & reports

- Presentations: follow up on who’s doing the slides / get latest speech

- Data/Budget input & follow-up w, preparing special reports, gathering and summarizing data

- PR/PO Request in Oracle, pre-payment requests, follow up on budget, approval requests

- Back up of Division admin if required

As assistant to the BPO (Business Planning Office) division:

- New comers induction

- BPO contact list + Org Chart & Group email updates

- BPO Calendar

- Desk allocation, Floor plan, Move & Facilities coordinator

- BPO Business cards order & follow up (PO, payment, budget)

- Stationary, subscriptions & office supplies order + follow up (PO, payment, budget and stock)

- Mailroom & UPS shipments


- Previous proven track experience as Executive Assistant in an international environment ( > 6years)

- Outstanding knowledge of English and be highly proficient in verbal and written communication skills. Knowledge of French is recommended.

- Proficient in MS Office, online calendars and cloud systems

- Effective, versatile, action-oriented and discrete with confidential matters

- People oriented and communicate well with different personality types

- Ability to think ahead and catch problems before they arise

- Ability to work under pressure and to focus on each area of responsibility flexibly and within time constraints

- To be willing to work out of office hours if required

You have a Toyota DNA, this means you:

Courage: you are ready to let go of the easy path to reach challenging targets
Collaboration: you are a team player, respectful and inclusive in your style and you take a customer-oriented approach
Creativity: your passion drives you to explore innovative ideas and challenge the impossible
Curiosity: you combine imagination and fact-based observation
Coaching: you share knowledge and feedback with your colleagues and celebrate each other’s success


We offer a dynamic multicultural work environment and the opportunity to be part of a highly motivated team where collaboration, creativity, courage, and curiosity play an important role. You will be working on exciting projects and benefit from a thorough on the job development, coaching and training.

Your commitment will be rewarded with a comprehensive renumeration package, including interesting extra-legal benefits. Hence, we offer you the flexibility to keep a healthy work-life balance through flexible hours and a combination of on- and offsite working.

At Toyota Motor Europe, we are committed to providing equal employment opportunity to all. All of our recruitment decisions are based on the individual and their qualifications along with the job requirements. The selection process is without regard to nationality, gender, birthdate, ethnicity or disability. We do not tolerate harassment or discrimination as our individual experiences and overall diversity is our key strength. Together we 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.

Interim contract (weekly renewed) with option permanent after minimum 6 months

Start date: September 2022

End date: to become permanent

Full time

Location: Hybrid - Toyota Head Office in Evere and home working

Are you the ideal candidate for this job? Apply online or send your CV to You can also reach us on the following number: +32 9 276 32 90.