[ Position ]

Administrative and PR Assistant (Bilingual – English and Japanese)

[ Summary ]

This position is responsible for communicating with internal and external stakeholders regarding membership, fundraising, community events, and executive meetings at a Japanese business association. The role involves supporting daily administrative operations, managing member databases, developing weekly communications, supporting committee and foundation events (including weekend events), and assisting leadership with institutional communications across North America.

[ Essential Duties ]

Administration Management ・Answer phone calls, handle email inquiries, and manage incoming/outgoing office mail. ・Maintain office supplies inventory and place replenishment orders. ・Input and update information in the membership database (new members, withdrawals, dues payments, and contact updates). ・Maintain student information lists for affiliated Japanese schools and support foundation grant processes.

Event Support & PR ・Develop and distribute weekly email newsletters and write/proofread articles for the online organization newsletter. ・Organize Culture Committee events (e.g., museum tours, wine seminars) and Community Committee events (e.g., Beach Sweep, Chicago Japanese Picnic, Japan Festival). ・Coordinate foundation fundraising events, grant presentation ceremonies, and collection of Japanese Speech Contest prizes. ・Manage reception and support operations for major events such as the Annual New Year's Party. ・Provide on-site administrative and operational support during weekend events as assigned.

Meeting Support & Operational Collaboration ・Manage invitations and attendee lists for board and committee meetings. ・Assist the Executive Director in communicating with other Chambers of Commerce and Industry across the U.S. and Canada. ・Perform other related administrative tasks and special projects as assigned by supervisors.

[ Working Hours / Working Style ]

・Schedule: Monday – Friday, 9:00 AM – 5:00 PM (8 hours per day, including 1-hour unpaid lunch break). *Weekend attendance required for Saturday/Sunday events. ・Working Style: Hybrid (Currently 2 days in office / 3 days remote; subject to future operational changes).

Note: Principle daily office attendance is required for the first few weeks after onboarding for initial briefings and task orientation. ・Employment Type: Full-time (Non-Exempt) ・Start Date: September 15 or later (Negotiable) ・Probationary Period: 90 Days (Subject to extension if necessary)

[ Working Location ]

Schaumburg, IL

[ Salary & Benefits ]

・Salary: $3,850 / month ($46,200 / year)

・Benefits: Medical, Dental, and Vision Insurance (Coverage available for employee and eligible dependents)

[ Qualifications ]

・Work Authorization: Valid U.S. Work Permit / Work Authorization required.
・Language Skills: Superior bilingual proficiency in English and Japanese (Speaking, Reading, and Writing). Native or native-like Japanese proficiency preferred.
・Work Experience (Required): Practical experience in administrative operations (General Admin/Office Support) is required.
・Technical Skills: Proficiency in MS Office Applications (Word, Excel, PowerPoint), Windows OS, and general web tools.
・Driver's License: Valid Driver's License preferred (Driving required for business events/duties as needed). ・Core Competencies: Strong organizational, time management, and multitasking skills with attention to detail and high ethical standards.

Administrative and PR Assistant (Biling...