Japanese Bilingual Assistant – Administration and Public Relations

Position

Title:

Japanese Bilingual
Assistant – Administration and Public Relations

Schaumburg, IL (Hybrid: 2 days in-office,
3 days remote)

Non-Exempt

Standard
business hours with occasional weekend availability required for special
events.

This role is
responsible for facilitating internal and external communications regarding
membership, fundraising efforts, community events, and executive meetings at a
non-profit organization. The ideal candidate will provide comprehensive
administrative, event, and meeting support while helping drive public relations
initiatives and foundation grants processes.

• Answer
  inbound phone calls, manage email correspondence, and handle incoming and
  outgoing physical mail.
• Maintain
  office supply inventories and place order requests to maintain appropriate
  stock levels.
• Organize
  event invitations and maintain up-to-date attendee lists for meetings and
  special programs.
• Input
  and maintain accurate database records, including new member onboarding,
  member departures, fee payments, and contact updates.
• Maintain
  administrative student records for affiliated regional educational
  institutions.
• Assist
  with managing the administrative workflows for fundraising initiatives and
  foundation grant applications.

• Develop,
  draft, and distribute a weekly email newsletter to organizational members
  and partners.
• Organize
  culture committee programs, including art museum tours, wine seminars, and
  family-oriented activities.
• Coordinate
  community service initiatives and collaborative cultural events, including
  beach cleanups and regional heritage festivals.
• Support
  the planning and execution of foundation fundraising events and grant
  presentation ceremonies.
• Oversee
  guest reception and administrative logistics for major annual gala events.
• Coordinate
  prize collections and contributions from member organizations for
  educational competitions.
• Attend
  and support weekend events and programs as needed.

• Manage
  meeting invitations, RSVP tracking, and attendee rosters for committee and
  board gatherings.
• Assist
  executive leadership in communicating with partner chambers of commerce
  across North America.
• Draft
  articles covering organization events and proofread content for the online
  newsletter.
• Continuously
  identify opportunities to improve operational efficiency and
  cost-effectiveness.
• Perform
  special projects and miscellaneous duties as assigned by leadership.
• Maintain
  a clean, safe, and professional working environment while adhering to
  organizational policies and ethical standards.

• High
  School Diploma or equivalent;
  Associate’s degree (A.A.) from a two-year
  college/technical school preferred, or equivalent combination of education
  and related experience.
• Superior
  bilingual communication skills in English and Japanese (written and
  spoken).
• Proficiency
  with standard office software, including Windows OS, MS Office (Word,
  Excel, PowerPoint), and internet research tools.
• Strong
  customer service, multi-tasking, time management, and organizational
  skills.
• High
  degree of integrity, adaptability, and ethical standards when handling
  confidential information.
• Valid
  driver’s license and ability to drive as needed for event logistics.
• Physical
  ability to work in an office setting, operate standard desktop equipment,
  and occasionally lift or move up to 25 lbs.

• 1 to 2
  years of prior experience in business operations, administrative support,
  or event coordination (preferred).