Japanese Bilingual Assistant - Administration and Public Relations

Position Title: Japanese Bilingual Assistant – Administration and Public Relations Location: Schaumburg, IL (Hybrid: 2 days in-office, 3 days remote) Classification: Non-Exempt Work Schedules: Standard business hours with occasional weekend availability required for special events. Summary 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. Essential Duties and Responsibilities include but are not limited to: Administrative & Database Management 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. Event Support & Public Relations 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. Meeting & Executive Support 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. Qualifications Required: 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). #J-18808-Ljbffr