Human Resources Assistant - Japanese Bilingual

Pacific Advisory Service; Itasca (IL); On-site; USD 48,000 - 65,000; Full time

Job summary

Pacific Advisory Service is seeking an HR & Executive Assistant (Japanese bilingual) to support HR administration, general affairs, and executive activities in Itasca, Illinois. The role includes coordinating visits from Japanese headquarters, assisting expatriates with relocation, and providing high-quality interpretation and translation for meetings and documents.

Ideal candidates have business-level Japanese and English, strong MS Office skills, and excellent organizational abilities.

Qualifications

• Business-level proficiency in Japanese and English, including interpretation/translation.
• Experience in office/admin support, HR support, or reception is preferred but not required.
• Strong organizational and time-management skills. Confident handling confidential information.

Responsibilities

• Provide HR administration support, onboarding/offboarding, benefits coordination, and I-9 documentation.
• Assist with executive support and bilingual communication, including interpretation/translation for meetings and documents.
• Coordinate general affairs tasks such as insurance renewals, office postings, and vendor communications.
• Report regularly to leadership and perform other duties as assigned.

Skills

Japanese bilingual

Administrative support

Organization & time management

Communication skills

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Teams

Job description

A leading distributor of factory automation components is seeking a HR & Executive Assistant (Japanese Bilingual).

Position Summary

Provide administrative support in human resources, general affairs, and executive assistance to ensure smooth daily business operations. Responsibilities include HR administration, employee benefits support, coordination of visits from Japanese headquarters personnel, assistance with Japanese expatriate needs, and Japanese-English interpretation and translation.

Essential Duties and Responsibilities

1. Executive Support and Bilingual Communication

• Coordinate visits from Japanese headquarters personnel and VIP guests, including hotel accommodations, transportation, and meeting arrangements.
• Assist Japanese expatriates with relocation and repatriation procedures, including housing, Social Security numbers, and driver's licenses.
• Provide Japanese-English interpretation and translation for meetings, documents, emails, and other business communications.

2. Human Resources Support

• Assist with recruitment activities, interview coordination, background checks, and offer letter distribution.
• Support employee onboarding and offboarding, including Form I-9 documentation.
• Maintain employee time, attendance, and leave records.
• Assist with 401(k) administration, health insurance enrollment and changes, and ACA reporting.
• Maintain company policies, employment forms, required workplace postings, and employee training records.
• Assist with employee events and recognition programs.

3. General Affairs and Administrative Support

• Assist with business insurance renewals, policy changes, and cancellations.
• Coordinate communications with insurance providers regarding workplace incidents.
• Arrange periodic Motor Vehicle Record (MVR) checks.
• Handle general office administration, including business card orders, company directory maintenance, and basic website updates.

4. Other Responsibilities

• Provide regular updates to the President and management.
• Follow company policies and established procedures.
• Perform other related duties as assigned.

Travel Requirements

Overnight travel is generally not required. Occasional local travel may be necessary for visitor transportation, expatriate assistance, and other business-related matters.

Required Qualifications and Skills

• Business-level proficiency in both Japanese and English, including interpretation and translation skills.
• Basic proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Strong organizational, communication, and time-management skills.
• Ability to handle confidential employee and company information responsibly.
• Previous experience in office administration, HR support, reception, or customer service is preferred, but not required.
• Experience in a Japanese-affiliated company or bilingual work environment is a plus.
• Valid driver's license.

Entry-level candidates are welcome to apply.

Physical Requirements

Ability to perform desk and computer-based work for extended periods, operate a vehicle when required, occasionally lift and carry office materials, and visit manufacturing facilities or customer sites as needed.

Note

This job description is intended to describe the general nature and level of work required. It is not an exhaustive list of duties and responsibilities. Additional related duties may be assigned as business needs arise.