Executive Assistant - Bilingual

Socket.dev; Kentucky; On-site; USD 65,000 - 90,000; Full time

Job summary

ADVICS North America is seeking an executive administrative professional to support senior executives, HR, and APS employees across ADVICS group companies. The role includes expat coordination, onboarding, and benefits explanations in the U.S.

Responsibilities include coordinating expat orientation, maintaining personnel records, assisting with immigration processes, and providing relocation support. Requires bilingual Japanese and English and strong MS Office skills.

Qualifications

• Degree in a related field with 4 years of executive administrative experience.
• Bilingual Japanese and English required.
• Minimum 2 years of administrative experience or equivalent.
• Proficient in Microsoft Office, email, internet, and related software.

Responsibilities

• Provide administrative support to senior executives and HR across ADVICS group.
• Coordinate expat-related tasks and onboarding for US sites.
• Act as primary contact between expats and ADSJP HR for personnel issues and benefits.
• Maintain personnel information and HR systems updates.
• Process non-business expat expenses and relocation arrangements.
• Support expat returns and end-of-assignment processes.
• Assist with immigration-related issues and visa applications.
• Support HR/GA administration of intranet, records, and document retention.
• Invoice processing for HR via Concur.

Skills

Japanese & English bilingual

Time management

Confidentiality

MS Office

Communication

Education

Degree in related field with 4 years exec admin experience

Minimum 2 years’ administrative experience

Tools

MS Project

MS Access

Job description

Summary:

This position is responsible for providing administrative support to senior executives, Human Resources and providing support of APS employees for all ADVICS Group companies. The position is responsible to provide ADVICS locations HR management with assistance and support in the onboarding of ADVICS Japan Expat.

Essential Job Responsibilities and Duties:

Provide necessary support and coordination of needs for APS members assigned to ADVICS group companies through the following duties:

1. Communicate with ADSJP HR on Expat assignments, including new and returning expats, personnel information and job changes, and expat assignment changes to initiate all necessary preparation at each U.S. site.
2. Coordinate expat orientation, including all paperwork required to work in the U.S., and APS benefits explanation. Assist local HR representatives in fulfilling the necessary requirements to start the job. Assist lifeline set up; including, but not limited to, SSN application, opening bank account, housing and utility set up, obtaining insurance, moving arrangements, and driver’s license application.
3. Primary contact between expats and ADSJP HR for any personnel issues and required benefit requests and approval process, including housing assistance, temporary return to Japan, dependent education support etc.
4. Collect, organize, and maintain personnel information including immigration status from expats in all sites and update HR systems timely.
5. Arrange check request for non‑business‑related expats expenses and submit to APS.
6. Assist returning expats on moving arrangements, closing various accounts in the U.S., and coordinate end of expat assignment return with ADSJP HR.
7. Assist returned expats on maintaining their personal bank account and payments for 3 months and close their bank account.
8. Point of contact for local hire immigration issues for North American sites, including new visa application, renewal, permanent residency, business trips and expatriate assignments from the U.S. to other countries
9. Primary administrative support to the President of ADVICS North America.
10. Responsible to provide relocation assistance to members relocating from Japan Head Office.
11. Perform inspection, servicing, and repair of company‑owned pool vehicles to ensure they are safe and reliable to be operated for ADVICS members. Keep and maintain all the pool car records.

Other Responsibilities and Duties:

Responsible for performing administrative support for ADVICS Japan

1. Translation of presentations, documents, etc. from Japanese to English and vice versa.
2. Act as main contact for Japanese Business Society of Detroit, Japan America Society of Greater Cincinnati, TPC Golf Membership and other formal and informal societies of which the Company belongs. This will include newsletter distribution and event arrangement.
3. Work related event planning for President and Human Resources Department.
4. Maintain and support the HR/GA/Corporate planning administration of the company intranet homepage, shared documents, announcements, pictures, etc.
5. Maintain employee files and records ensuring record retention guidelines are followed.
6. Understands Human Resources policies and procedures.
7. Invoice processing for Human Resources through Concur platform.

Work Environment and Physical Demands:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The work is performed in a typical office setting. The work is mostly sedentary.

The noise level in the work environment is usually moderate. Open office environment exists.

This position requires extensive verbal and written communication with others internal to the company and with external vendors and applicants.

Required to work additional hours as necessary.

Equipment and Supporting Services

• Basic Equipment needed is Computer, Phone, Business Cards and Security Badge.
• Additional Equipment needed is Company Credit Card.
• Cell Phone optional: BYOD (Bring Your Own Device) allows the use of personal smartphone or iPad tablet to be connected to company apps.

Qualifications:

Education and Experience:

• Desired qualifications: Degree in related field with 4 years of executive administrative experience.
• Bilingual required (Japanese & English)
• Minimum qualifications: A minimum of 2 years’ administrative or experience or an equivalent combination of education and experience.
• Proficient in Microsoft Office products, Email, Internet, and other miscellaneous electronic devise and software products.
• Ability to manage multiple competing deadlines effectively and professionally - Maintain confidentiality of sensitive information.
• Knowledge and experience in immigration processes and procedures are desired.

Special Skills:

• Ability to speak Japanese Language including reading and writing at fluent level.
• Ability to perform complex and confidential administrative and secretarial duties for President, Executives and Managers in multiple departments.
• Ability to meet multiple deadlines effectively and professionally.
• Skill in organization large amounts of data, reports, presentations in an efficient and easily retrievable manner.
• Skill in effectively participating in teams made up of peers, subordinates and managers.
• Skill in communicating with others in different departments and to other people outside the organization verbally and through writing.
• Ability to use MS Office products, MS Project, MS Access, Email, Internet, Voicemail, and other miscellaneous electronic devices and software products.

Certificates, Licensees, Registrations:

None