Job details

Executive Assistant to Managing Director

Company details

Inchcape is an independent, multi-brand automotive Distributor with operations that span countries on five continents.

We are present in 36 national markets and operate as a key strategic partner to the world’s foremost premium and luxury car brands for whom we provide an effective and customer centered route to market for vehicles and parts.

In Belgium and Luxemburg, we are the official distributor of Toyota and Lexus. Therefore, we act under the name of Toyota Belgium. Our Belgian headquarters are based in Zaventem.

We are currently looking for a Personal Assistant to the Managing Director to join our team.

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As Executive Assistant, you act as the right arm of the Managing director and Management Team, offering them a strong administrative support and optimizing the head office management.

Your responsibilities will include :

  • Calendar management: you will manage and optimize the Managing Director’s calendar by prioritizing schedules and meetings.
  • Planning meetings and events: you will assist the Managing Director in planning and organizing meetings by crafting the agenda, location, logistics and meeting technology based on participant needs. You may also support external events with key stakeholders, as well as take care of the meeting notes and post-meeting action item lists.
  • Correspondence/approvals: you will be acting as a reliable point of contact for communications and approvals, answering general questions as necessary, refering routine matters to appropriate parties and following up to ensure proper disposition. You will have space to take initiative to resolve issues within specified policies and guidelines, and to supply recommendations when executive action is required, where and when appropriate.
  • Travel briefing preparation: you will craft travel packs for international trips as well as large events. This work includes combining all event information in addition to coordinated logistics of travel and also compiling briefings of customer meetings from relevant team members.
  • Travel and expenses: you will be responsible for making travel itineraries and handling reimbursement of expenses.
  • Budget: you will handle the relationship with all external vendors and be responsible for submitting invoices and follow-up with the internal Finance team.
  • Special projects: you will provide analytical support to assist executive on special projects, research issues, compile data, and prepare reports.
  • Confidentiality: you will deal professionally with sensitive and confidential matters and materials.
  • Head office management: you will support proper management of head office, with supply management, coordination of communications and orders and organisation of meetings when needed
  • Overall: You will support business leaders with diverse tasks such as the creation of PO numbers and invoices, internal communication, etc.


  • You have at least 5 years’ experience in an administrative role, of which a minimum of 2 years in supporting Director Level or above
  • You are fluent in Dutch, French and English
  • You have advanced Microsoft Office skills: Outlook, Word, Excel and PowerPoint
  • Knowledge of Coupa and Concur system is a plus
  • You have an excellent performance track record, with a proven high level of trust and integrity
  • You have experience in planning meetings and organizing travel
  • You take initiative, can handle a full desk with ease and thrive in a busy environment
  • You are a dedicated professional with excellent communication skills
  • You show passion, resiliency and adaptability in your work


You will become part of a global company that offers development opportunities and career objectives.

Additionally, we offer an open working environment, a competitive salary package with additional benefits and flexible working hours.

If you are an enthusiastic individual who can relate to our values and if you want to be part of a company that represents brands like Toyota and Lexus, do not hesitate and send us your resume!

  • Placed on:Mon 11 October 2021
  • Location: Zaventem
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