Industry: Manufacturer
Location: Itasca, IL
Salary: $35K～$58K (DOE) +
Visa Sponsor: No
Language: English: Business Level, Japanese: Business Level
Detail: TITLE: TITLE: HR & Executive Assistant
DEPARTMENT: Human Resource
WORK LOCATION: Itasca, IL
REPORTS TO: HR Manager
FLSA STATUS: Non-Exempt
Full time 8:30am -5:00pm (1 hr lunch break)
Position Summary
Provide a broad range of human resources, general administrative, and executive support services to ensure smooth business operations. Accurately and consistently perform routine administrative tasks, including processing requests, data entry, and filing, in accordance with established company policies and procedures.
Provide attentive back-office support specific to a Japanese-affiliated U.S. subsidiary, including coordinating visits from Japanese headquarters, assisting visitors, and supporting Japanese expatriates with their relocation and daily living needs. Additionally, provide bilingual support, including interpretation and translation, to facilitate effective internal and external communication.
Essential Duties and Responsibilities
Duties and responsibilities include, but are not limited to, the following:
1. Executive Support and Bilingual Communication
• Coordinate and assist with visits from Japanese headquarters personnel and VIP guests, including hotel accommodations, transportation, business meals, meeting room arrangements, and other hospitality-related activities.
• Assist Japanese expatriates with relocation and repatriation procedures, including obtaining Social Security numbers (SSN), driver's licenses (DMV), housing arrangements, and other personal and administrative needs associated with settling into or departing from the United States.
• Provide Japanese-English interpretation support during internal and external meetings, as well as translation assistance for company documents, meeting minutes, emails, announcements, and other business communications.
2. Human Resources Support
Recruitment and Employment Administration
• Recruitment Support: Serve as a point of contact for recruiters, assist with candidate screening, coordinate interviews, facilitate background checks, arrange the distribution of offer letters, and maintain employee training lists.
• Onboarding and Offboarding: Assist with administrative procedures for new hires and departing employees, including onboarding and offboarding documentation, Form I-9 recordkeeping, and related employment processes.
• Time and Attendance Administration: Maintain and manage employee leave and working-hour records using the company's timekeeping system.
Employee Benefits Administration
• 401(k) Plan Administration: Distribute employee announcements, process employee enrollments and terminations, maintain the plan administration portal, and assist with contribution administration, including Roth and catch-up contributions.
• Health Insurance and Employee Benefits: Assist with medical insurance renewals, enrollments, changes, and cancellations; support Affordable Care Act (ACA) reporting and related compliance activities.
Other HR Administrative Responsibilities
• Policies and Forms: Assist with maintaining company policy documents and creating, updating, and managing internal forms and templates.
• Required Workplace Postings: Maintain and update legally required workplace notices and postings.
• Employee Engagement: Coordinate administrative activities for company events, service anniversary recognition programs, employee announcements, and the ordering and distribution of recognition gifts.
• Birthday Leave: Send reminders to eligible employees regarding their birthday leave benefits.
3. General Affairs and Administrative Support
• Assist with renewals, additions, modifications, and cancellations of business insurance policies, including General Liability and Business Auto insurance.
• Serve as an administrative point of contact for workplace incidents and coordinate communications with insurance providers as needed.
• Coordinate periodic Motor Vehicle Record (MVR) checks.
• Support general office administration, including preparing and ordering business cards, maintaining the internal company directory, and performing basic updates and maintenance of the company website.
4. Other Responsibilities
• Provide regular progress updates and other requested information to the President and designated management personnel.
• Maintain compliance with applicable requirements and demonstrate an understanding of and adherence to company policies and established procedures.
• Perform other duties as assigned.
Travel Requirements
This position generally does not require overnight travel. However, occasional local travel may be necessary to provide transportation for visitors, accompany expatriates to government agencies or DMV offices, or assist with other business-related administrative matters.
Required Qualifications, Experience, and Skills
• Business-level proficiency in both Japanese and English, including the ability to communicate effectively with internal and external contacts, read and prepare routine business documents, and provide basic interpretation and translation support.
• Basic proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams, for data entry, document preparation, and daily administrative tasks.
• Strong organizational and time-management skills, with the ability to accurately and efficiently perform multiple routine tasks in accordance with established procedures, instructions, and deadlines.
• High ethical standards and a demonstrated commitment to maintaining confidentiality when handling employee personal information and sensitive company records.
• Previous work experience in general office administration, administrative assistance, reception, customer service, or a related field.
• Experience working in a Japanese-affiliated company or bilingual business environment is preferred.
• Possession of a valid driver's license.
Physical Requirements
Physical requirements include, but are not limited to:
• Ability to sit at a desk and perform computer-based work for extended periods.
• Ability to safely operate a company vehicle when required.
• Ability to travel by car or airplane for business-related purposes when necessary.
• Ability to occasionally lift and carry documents, product samples, office supplies, or equipment.
• Ability to walk through manufacturing facilities or customer sites when required.
• Ability to operate standard office equipment, including computers, telephones, printers, and copiers.
