HR & Executive Assistant

Pasona Inc. (United States); Itasca (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Pasona Inc. (United States) in Itasca, IL seeks a Japanese-English bilingual HR and Executive Assistant to support HR, office administration, and executive activities.

The role involves coordinating visits from Japan, supporting expatriates with relocation, and providing interpretation and translation. Ideal candidates are organized, discreet, and comfortable handling confidential information, with proficiency in MS Office and strong coordination skills for recruiting, onboarding, benefits,

Qualifications

• Business-level proficiency in Japanese and English, including business writing.
• Proficiency with MS Word, Excel, PowerPoint, Outlook and Teams.
• Strong organizational skills and ability to meet deadlines.
• Experience in office administration or related field.

Responsibilities

• Coordinate visits from headquarters, including hotel, transport, meals and meetings.
• Assist expatriates with relocation and repatriation arrangements.
• Provide JP–EN interpretation and translate documents and emails.
• Support recruitment: screening, scheduling, background checks, offers.
• Onboarding/offboarding, I-9 records, and training record updates.
• Maintain attendance, working hours, and leave records.
• Assist with 401(k) administration and ACA reporting.
• Support health insurance renewals and related processes.
• Maintain policies, forms, postings, and office templates.
• Coordinate events, recognition, gifts, and birthday reminders.

Skills

Bilingual JP/EN

Organizational skills

Discretion

Administrative experience

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Teams

Job description

Location: Itasca, IL

About the Role

A Japanese-affiliated company is seeking a Japanese-English bilingual HR & Executive Assistant to support human resources, office administration, and executive activities.

This role involves coordinating visits from Japanese headquarters, assisting expatriates with relocation and daily living needs, and providing interpretation and translation support. The ideal candidate is organized, detail-oriented, and comfortable handling confidential information.

Key Responsibilities

Executive & Bilingual Support

• Coordinate visits from Japanese headquarters personnel and VIP guests, including hotel reservations, transportation, business meals, and meeting arrangements.
• Assist Japanese expatriates with relocation and repatriation, including housing arrangements, Social Security numbers, driver's licenses, and related administrative needs.
• Provide Japanese-English interpretation for meetings and translate documents, meeting minutes, emails, and company announcements.

Human Resources Support

• Assist with recruitment, including recruiter communication, candidate screening, interview scheduling, background checks, and offer letter distribution.
• Support onboarding and offboarding, maintain Form I-9 records, and update employee training records.
• Maintain employee attendance, working-hour, and leave records.
• Assist with 401(k) administration, including enrollments, terminations, employee communications, and contribution-related processes.
• Support medical insurance renewals, enrollments, changes, and cancellations, as well as Affordable Care Act (ACA) reporting.
• Maintain company policies, internal forms, templates, and required workplace postings.
• Help coordinate company events, service anniversary recognition, employee gifts, and birthday leave reminders.

General Office Administration

• Assist with business insurance renewals and policy changes, including general liability and business auto coverage.
• Coordinate communications with insurance providers regarding workplace incidents.
• Arrange periodic Motor Vehicle Record (MVR) checks.
• Order business cards, maintain the internal company directory, and make basic website updates.
• Provide progress updates to management and assist with other related duties as needed.

Qualifications

• Business-level proficiency in both Japanese and English, including business writing and basic interpretation and translation.
• Basic proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
• Strong organizational and time-management skills, with attention to accuracy and deadlines.
• Ability to handle employee information and company records with discretion and confidentiality.
• Previous experience in office administration, administrative assistance, reception, customer service, or a related field.
• Experience in a Japanese-affiliated company or bilingual business environment is preferred.
• Valid driver's license and ability to safely operate a company vehicle when required.

Travel & Work Environment

• Overnight travel is generally not required.
• Occasional local travel is required for visitor transportation, expatriate assistance, and other administrative needs.
• Duties involve prolonged desk and computer work, use of standard office equipment, and occasional lifting and carrying of documents, supplies, samples, or equipment.
• Occasional visits to manufacturing facilities or customer sites may be required.

Additional related responsibilities may be assigned as business needs evolve.