HR & Executive Assistant

Quick USA Inc.; Itasca (IL); On-site; USD 38,000 - 58,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Employee benefits

Job summary

Quick USA Inc. in Itasca, IL, U.S. headquarters seeks an HR & Executive Assistant to support human resources, general affairs, and executive operations.

The role handles back-office tasks, data management, relocation for Japanese expatriates, and bilingual Japanese-English communication to keep business operations running smoothly. You will coordinate visits from Japanese headquarters, assist with expatriate relocations, provide interpretation, support recruitment, onboarding, benefits,

Qualifications

• Bilingual proficiency in Japanese and English (reading, writing, daily conversation, translation).
• Basic proficiency with Word, Excel, PowerPoint, Outlook, Teams.
• Valid driver's license for local errands and expatriate support.
• High accuracy, attention to detail, time management, multitasking.
• Strong ethics and ability to maintain confidentiality of sensitive information.
• Entry-level friendly; office admin, reception or customer service experience a plus.
• Experience in a Japanese company or bilingual/business environment preferred.

Responsibilities

• Support HR, general affairs, and executive operations to ensure smooth business activities.
• Coordinate relocation and repatriation for Japanese expatriates (SSN, licenses, housing).
• Provide Japanese-English interpretation and translate documents and communications.
• Support recruitment, interviews, background checks, and onboarding/offboarding.
• Manage attendance, leave records, and timekeeping; assist benefits administration.
• Maintain policies, postings, events, and compliance; assist with renewals and insurance coordination.
• Assist with website updates, internal directory, and business cards; report to President/management.

Skills

Bilingual Japanese/English

Microsoft Office

Interpreting/translation

Attention to detail

Confidentiality

Communication

Tools

Microsoft Office Suite

Job description

HR & Executive Assistant

At the U.S. headquarters (Itasca, IL) of a Japanese technical trading company specializing in factory automation (FA) and industrial electrical control equipment, this role is responsible for supporting human resources, general affairs, and executive support to ensure smooth business operations. The position handles a wide range of back-office administrative tasks, data management, relocation and logistical support for Japanese expatriates and visitors from headquarters, and Japanese-English bilingual communication.

Essential Duties

• Coordinate and assist with visits from Japanese headquarters personnel and VIP guests, including hotel accommodations, transportation, business meals, meeting rooms, and hospitality.
• Assist Japanese expatriates with relocation and repatriation procedures, including SSN acquisition, driver's licenses (DMV), housing arrangements, and general living setup.
• Provide Japanese-English interpretation support during internal and external meetings, and translate company documents, meeting minutes, emails, announcements, and other communications.
• Support recruitment activities (liaising with recruiters, screening candidates, coordinating interviews, arranging background checks, distributing offer letters, and tracking training records).
• Assist with onboarding and offboarding procedures (Form I-9 administration and recordkeeping) and manage employee attendance and leave records via the timekeeping system.
• Support employee benefits administration, including 401(k) enrollments/terminations/contributions, health insurance renewals/changes, and ACA compliance reporting.
• Maintain internal company policies, templates, and legally required workplace postings; assist in coordinating company events, service anniversary recognitions, and birthday leave notifications.
• Assist with renewals, modifications, and cancellations of commercial insurance policies (General Liability, Commercial Auto, etc.); serve as contact for workplace incidents; coordinate periodic Motor Vehicle Record (MVR) checks.
• Order business cards, maintain the internal company directory, and perform basic updates to the company website.
• Provide regular progress reports to the President and management, maintain compliance with company policies and legal regulations, and perform other related duties as assigned.

Working Hours / Working style

Full-time (Non-Exempt)

Overnight travel is generally not required; however, occasional local driving/travel is required for visitor transportation, administrative support, or accompanying expatriates to government agencies.

Working Location

Itasca, IL

Salary / Benefit

Salary: $38,000 – $58,000 / year (DOE) + Bonus

Benefits: Comprehensive benefits package including health insurance, 401(k) plan, and other employee benefits

Holidays

According to company policy (Paid time off, Birthday leave, etc.)

Qualifications

• Business-level proficiency in both Japanese and English (including reading, writing, daily conversation, and basic interpretation/translation)
• Basic proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams)
• Valid driver's license (required for visitor pick-up/drop-off, expatriate support, and local errands)
• High accuracy, attention to detail, time management, and multitasking skills
• High ethical standards and demonstrated ability to maintain confidentiality regarding sensitive employee information
• Previous experience in general office administration, reception, or customer service is a plus (entry-level candidates are welcome)
• Experience working in a Japanese company or bilingual business environment is preferred