Executive Assistant Bilingual Japanese English

ADVICS North America, Inc.; Lebanon (OH); On-site; USD 65,000 - 90,000; Full time

Job summary

ADVICS North America, Inc. in the United States seeks an experienced Executive Administrative Assistant to support the President and senior HR, including onboarding expats across ADVICS sites.

The role requires Japanese and English fluency, strong MS Office skills, and the ability to manage multiple deadlines with confidentiality. Responsibilities include coordinating expat assignments, handling immigration-related tasks, and supporting relocation, housing, banking, and end-of-assignment

Qualifications

• Degree in related field with 4 years of executive administrative experience.
• Bilingual required (Japanese & English).
• Minimum of 2 years’ administrative experience or equivalent.
• Proficient in Microsoft Office products, email, internet, and related software.
• Ability to manage multiple deadlines and maintain confidentiality.
• Knowledge/experience in immigration processes is desired.

Responsibilities

• Provide administrative support to the President of ADVICS North America and senior HR.
• Coordinate expat onboarding, including US work paperwork and benefits explanations.
• Act as primary liaison between expats and ADSJP HR for personnel issues and benefits requests.
• Maintain personnel information and update HR systems across sites.
• Coordinate end-of-expat assignments and related move arrangements.
• Handle expat banking, housing, and relocation tasks as needed.

Skills

Microsoft Office

English ability

Japanese language

Communication

Deadline management

Education

Bachelors or related field

Tools

MS Office

Email

Internet

Job description

Job Description

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:

• 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.
• 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.
• 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.
• Collect, organize, and maintain personnel information including immigration status from expats in all sites and update HR systems timely.
• Arrange check request for non-business-related expats expenses and submit to APS.
• Assist returning expats on moving arrangements, closing various accounts in the U.S., and coordinate end of expat assignment return with ADSJP HR.
• Assist returned expats on maintaining their personal bank account and payments for 3 months and close their bank account.
• 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
• Primary administrative support to the President of ADVICS North America.
• Responsible to provide relocation assistance to members relocating from Japan Head Office.
• 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
• Translation of presentations, documents, etc. from Japanese to English and vice versa.
• 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
• Work related event planning for President and Human Resources Department.
• Maintain and support the HR/GA/Corporate planning administration of the company intranet homepage, shared documents, announcements, pictures, etc.
• Maintain employee files and records ensuring record retention guidelines are followed.
• Understands Human Resources policies and procedures.
• 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.

Company Description

About Us:

ADVICS has a global network for the development, production, and sales of our products, with facilities in North America, Central America, Asia, and Europe. We can supply the very best systems for our customers' needs, anywhere in the world.

As an integrated supplier, we develop all components of our brake systems, including the brake pads, and utilize all resources of the ADVICS group to provide the world's best brake systems. By exceeding customer expectations and providing local service, we strive to promote safety on all of the world’s roads.