Administrative Assistant - Japanese Language

About the Company

Prestigious Global Trading Company located near O'Hare Airport is seeking a proactive and detail-oriented Administrative Assistant to support the General Affairs function in their Chicago office. This role plays a critical part in ensuring smooth day-to-day operations, supporting Japanese expatriates, and coordinating office-wide services. As a multi-functional role, it offers broad exposure across office administration, facilities coordination, and cross-department collaboration, making it an essential part of the office’s success.

About the Role

This role plays a critical part in ensuring smooth day-to-day operations, supporting Japanese expatriates, and coordinating office-wide services.

Responsibilities

Expatriate Support - Support onboarding and offboarding processes for Japanese expatriates, ensuring a smooth transition into and out of the U.S.

• Administrative, Facilities & Mailroom Support - Support daily administrative operations, including document preparation, filing, and general office coordination. Coordinate maintenance and management of company vehicles and support general facilities-related needs. Manage mailroom operations, including mailbox pickup, distribution, and outgoing shipments (e.g., FedEx).
• Office Supply & Inventory Management - Order and manage inventory for office supplies, coffee, and refreshments to maintain a well-functioning office environment.
• Office Expense Payment - Handle office-related payments, including submitting payment requests to the Accounting department and settling expenses through the internal system.
• Event Support - Assist with planning and coordinating company events, including holiday parties, outings, volunteer activities, and company house events.
• IT Coordination - Serve as a liaison between company’s IT Helpdesk and Chicago office staff, facilitating effective communication and issue resolution.

Qualifications

• Associate’s degree required; bachelor’s degree preferred.
• Proficiency in Microsoft Office / Microsoft 365; being IT-savvy or comfortable with technology is highly preferred.

Required Skills

• Valid driver’s license.
• Strong organizational, communication, and interpersonal skills.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Fluency in Japanese (spoken and written) and strong understanding of Japanese business culture are preferred.
• Previous administrative or office management experience preferred.

Preferred Skills

• Fluency in Japanese (spoken and written) and strong understanding of Japanese business culture are preferred.
• Previous administrative or office management experience preferred.
• Proficiency in Microsoft Office and comfortable with Technology.

Physical Requirements : able to handle relatively heavy office supplies such as a box of copy paper and a case of bottles of water.