An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Schaumburg, Illinois, United States Job Description 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). The base pay range listed reflects what we reasonably expect to offer for this role. Actual pay may vary based on location, experience, and performance. Depending on the position, benefits may include medical, dental, and vision coverage; retirement and savings plans; paid holidays and time off; supplemental insurance; and additional wellness or incentive programs. About Us At Staffmark, we connect hardworking people with great companies, creating opportunities that make a lasting impact. Staffmark is an equal opportunity employer. Allapplicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other legally protected status. Staffmark offers reasonable accommodations for qualified individuals with disabilities; contact your local branch for inquiries. Staffmark is an E-Verify employer. See our Privacy Notice for Candidates and Employees/Contractors at https://smgroupna.com/privacy-notice-for-candidates-and-employees-contractors. By applying, you consent to receive AI-generated and non-AI-generated calls, texts, or emails from Staffmark Group, its affiliates, and partners. Frequency varies and message/data rates may apply. Reply STOP to cancel or HELP for help. Staffmark Group is committed to providing equal employment opportunity for all persons regardless of race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, age, marital status, national origin, ancestry, citizenship status, pregnancy, medical condition, genetic information, mental and physical disability, political affiliation, union membership, status as a parent, military or veteran status or other non-merit based factors. We will provide reasonable accommodations throughout the application, interviewing and employment process. If you require a reasonable accommodation, contact us. Pro Staff is an E-Verify employer. This policy is applicable to all phases of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment. All employees are directed to familiarize themselves with this policy and to act in accordance with it. All decisions with respect to employment matters and other phases of employer-temporary employee relationships will be in keeping with this policy and in accordance with all applicable laws and regulations. To view full details and how to apply, please login or create a Job Seeker account
