Industry: NPO/Government
Location: Schaumburg, IL
Salary: $46K
Visa Sponsor: No
Language: English: Business Level, Japanese: Native Level
Detail: General Position Summary
This position is responsible for communicating with internal and external relating to the membership, fundraisings, events, meetings, etc. This position is also responsible for assisting with administrative tasks for the events and meetings and our Foundation related matters.
Essential Job Functions
Administration Management
• Answers phone calls and replies to emails.
• Maintains incoming and outgoing mails.
• Maintains office supplies inventory and orders them to keep certain levels.
• Organizes invitations and maintains attendees list for events and meetings.
• Assists in inputting up-to-date information in the database including new members, withdrawing members, membership fee payments, updating contact information, etc.
• Maintains student information list of Chicago Futaba-Kai Japanese School.
• Maintains fundraising and grant processes for our Foundation.
Event Support
• Develops and distributes weekly email newsletter.
• Organizes Culture committee events such as Art Museum tour, wine seminar/tour etc. for members’ families and children.
• Organizes Community committee event such as Beach Sweep, CJAC (Chicago Japanese American Council) related event. (Japan Festival, Chicago Japanese Picnic)
• Organizes our Foundation fundraising events.
• Coordinates our Foundation grants process and presentation ceremony.
• In charge of reception for the New Year’s Party and assists co-workers for the party.
• Coordinates collecting prizes from members for the Japanese speech contest.
• Works for weekend events of our Foundation.
Meeting Support
• Maintains invitations to meetings and attendees’ lists for the meetings.
• Assists the Executive Director in communicating with other Chamber of Commerce and Industry in the United States and Canada.
Other & Miscellaneous
• Makes efforts to gain project knowledge and familiarize with projects and events.
• Writes articles for related events and proofreads for the online Newsletter.
• Seeks constant improvement, more efficient and less expensive ways and means in work processes.
• Performs special projects and other miscellaneous duties as assigned by the Executive Director, General
Affairs & Accounting Supervisor, and/or Project Supervisor.
• Works based on our schedule and complies with all our policies and procedures.
• Follows up to complete any assigned work.
• Maintains high ethical standards in the workplace.
• Maintains good communication with the Executive Director, staff members, and outside contracts.
• Reports all irregular issues and problems to the Executive Director for solutions.
• Responsible for maintaining a clean and safe working area.
Job Competencies (Knowledge, Skills, & Abilities)
Critical Competencies
• Customer Service – Able to make sure that customer is provided with successful and consistent after service; includes involvement in troubleshooting, technical support, preparing samples, and developing new products.
• Flexibility/Adaptability – The ability to successfully change one’s behavior to match different situations, environments, tasks, and responsibilities or people.
• Integrity & Ethics – Maintaining confidentiality and adhering to financial regulations.
• Planning & Organizing – Establishing a course of action for oneself or for others to accomplish or attain a specific goal.
• Project Management – Ability to manage a project using proven principles and techniques of Project Management: defining objectives, establishing schedules, obtaining human and capital resources (budget).
• Technical Communication – Able to communicate (reading, writing, speaking) by using the specialized vocabulary, terminology, and concepts.
Language Skills
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the
public. Superior English and Japanese language skills. Native or native-like Japanese proficiency preferred.
Qualifications
Education Requirements
• Associate’s degree (A.A.) or equivalent from a two-year college or technical school; or six months to one- year related experience and/or training; or equivalent combination of education and related experience.
Work Experience
• One to two years of experience in business or event coordination preferred.
Certificates / Licenses / Training Requirements
• Driver’s license (preferred)
Travel
• Driving is required as an essential duty and performed as needed.
Work Environment & Physical Demands
The Work environment characteristics described here are representative of those an employee encounters while performing the essential job functions of this position.
• Work Environment: Work is typically performed in an office twice a week and three days remotely.
• Must be able to use a variety of tools and equipment such as a computer terminal for data input, copy machines, calculator, and any other equipment related to the functional area.
• Must be able to use software including the use of Windows Operating System, MS Office Applications (Word, Excel, PowerPoint, etc.), Internet.
• Noise Levels: Moderate noise.
