Japanese Bilingual Assistant - Administration and Public Relations

Staffmark Group; Schaumburg (IL); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Staffmark Group in Schaumburg, IL is seeking an administrative professional to coordinate internal/external communications, membership activities, and fundraising support. The role combines office administration with event planning and public relations duties.

The ideal candidate provides administrative, event, and meeting support while helping drive foundation grant processes. A bilingual English/Japanese communicator with strong organizational skills is preferred.

Qualifications

• Bilingual English and Japanese communication skills (written and spoken).
• Proficiency with Windows OS, MS Office (Word, Excel, PowerPoint) and internet research tools.
• Strong customer service, multi-tasking, time management, and organizational skills.
• Valid driver's license and ability to drive for event logistics.
• 1-2 years of experience in business operations, administrative support, or event coordination.

Responsibilities

• Administrative & database management: handle mail, calls, emails, and maintain records.
• Event support and public relations: draft newsletters, coordinate culture programs, and assist gala planning.
• Meeting & executive support: manage invitations, RSVP tracking, and board meeting logistics.
• Identify opportunities to improve operations and support fundraising initiatives.

Skills

Bilingual English/Japanese

Customer service

Time management

Organization

Education

High School Diploma

Associate's degree preferred

Tools

MS Office

Windows OS

Internet research tools

Job description

Position Title:

Schaumburg, IL (Hybrid: 2 days in-office, 3 days remote)

Classification:

Non-Exempt

Work Schedules:

Standard business hours with occasional weekend availability required for special events.

Summary

This role is responsible for facilitating internal and external communications regarding membership, fundraising efforts, community events, and executive meetings at a non-profit organization. The ideal candidate will provide comprehensive administrative, event, and meeting support while helping drive public relations initiatives and foundation grants processes.

Essential Duties and Responsibilities include but are not limited to:

Administrative & Database Management

• Answer inbound phone calls, manage email correspondence, and handle incoming and outgoing physical mail.
• Maintain office supply inventories and place order requests to maintain appropriate stock levels.
• Organize event invitations and maintain up-to-date attendee lists for meetings and special programs.
• Input and maintain accurate database records, including new member onboarding, member departures, fee payments, and contact updates.
• Maintain administrative student records for affiliated regional educational institutions.
• Assist with managing the administrative workflows for fundraising initiatives and foundation grant applications.

Event Support & Public Relations

• Develop, draft, and distribute a weekly email newsletter to organizational members and partners.
• Organize culture committee programs, including art museum tours, wine seminars, and family-oriented activities.
• Coordinate community service initiatives and collaborative cultural events, including beach cleanups and regional heritage festivals.
• Support the planning and execution of foundation fundraising events and grant presentation ceremonies.
• Oversee guest reception and administrative logistics for major annual gala events.
• Coordinate prize collections and contributions from member organizations for educational competitions.
• Attend and support weekend events and programs as needed.

Meeting & Executive Support

• Manage meeting invitations, RSVP tracking, and attendee rosters for committee and board gatherings.
• Assist executive leadership in communicating with partner chambers of commerce across North America.
• Draft articles covering organization events and proofread content for the online newsletter.
• Continuously identify opportunities to improve operational efficiency and cost-effectiveness.
• Perform special projects and miscellaneous duties as assigned by leadership.
• Maintain a clean, safe, and professional working environment while adhering to organizational policies and ethical standards.

Qualifications

Required:

• High School Diploma or equivalent; Associate's degree (A.A.) from a two-year college/technical school preferred, or equivalent combination of education and related experience.
• Superior bilingual communication skills in English and Japanese (written and spoken).
• Proficiency with standard office software, including Windows OS, MS Office (Word, Excel, PowerPoint), and internet research tools.
• Strong customer service, multi-tasking, time management, and organizational skills.
• High degree of integrity, adaptability, and ethical standards when handling confidential information.
• Valid driver's license and ability to drive as needed for event logistics.
• Physical ability to work in an office setting, operate standard desktop equipment, and occasionally lift or move up to 25 lbs.

• 1 to 2 years of prior experience in business operations, administrative support, or event coordination (preferred).

The base pay range listed reflects what we reasonably expect to offer for this role. Actual pay may vary based on location, experience, and performance. Depending on the position, benefits may include medical, dental, and vision coverage; retirement and savings plans; paid holidays and time off; supplemental insurance; and additional wellness or incentive programs.

About Us

At Staffmark, we connect hardworking people with great companies, creating opportunities that make a lasting impact.

Staffmark is an equal opportunity employer. Allapplicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other legally protected status. Staffmark offers reasonable accommodations for qualified individuals with disabilities; contact your local branch for inquiries. Staffmark is an E-Verify employer. See our Privacy Notice for Candidates and Employees/Contractors at https://smgroupna.com/privacy-notice-for-candidates-and-employees-contractors. By applying, you consent to receive AI-generated and non-AI-generated calls, texts, or emails from Staffmark Group, its affiliates, and partners. Frequency varies and message/data rates may apply. Reply STOP to cancel or HELP for help.