What are the responsibilities and job description for the Administrative Assistant - Japanese Language position at Global Trading Company?
About the Company
Prestigious Global Trading Company located near O'Hare Airport is seeking a proactive and detail-oriented Administrative Assistant to support the General Affairs function in their Chicago office. This role plays a critical part in ensuring smooth day-to-day operations, supporting Japanese expatriates, and coordinating office-wide services. As a multi-functional role, it offers broad exposure across office administration, facilities coordination, and cross-department collaboration, making it an essential part of the office’s success.
About the Role
This role plays a critical part in ensuring smooth day-to-day operations, supporting Japanese expatriates, and coordinating office-wide services.
Responsibilities
Expatriate Support - Support onboarding and offboarding processes for Japanese expatriates, ensuring a smooth transition into and out of the U.S.
- Administrative, Facilities & Mailroom Support - Support daily administrative operations, including document preparation, filing, and general office coordination. Coordinate maintenance and management of company vehicles and support general facilities-related needs. Manage mailroom operations, including mailbox pickup, distribution, and outgoing shipments (e.g., FedEx).
- Office Supply & Inventory Management - Order and manage inventory for office supplies, coffee, and refreshments to maintain a well-functioning office environment.
- Office Expense Payment - Handle office-related payments, including submitting payment requests to the Accounting department and settling expenses through the internal system.
- Event Support - Assist with planning and coordinating company events, including holiday parties, outings, volunteer activities, and company house events.
- IT Coordination - Serve as a liaison between company’s IT Helpdesk and Chicago office staff, facilitating effective communication and issue resolution.
Qualifications
- Associate’s degree required; bachelor’s degree preferred.
- Proficiency in Microsoft Office / Microsoft 365; being IT-savvy or comfortable with technology is highly preferred.
Required Skills
- Valid driver’s license.
- Strong organizational, communication, and interpersonal skills.
- Ability to multitask and prioritize effectively in a fast-paced environment.
- Fluency in Japanese (spoken and written) and strong understanding of Japanese business culture are preferred.
- Previous administrative or office management experience preferred.
Preferred Skills
- Fluency in Japanese (spoken and written) and strong understanding of Japanese business culture are preferred.
- Previous administrative or office management experience preferred.
- Proficiency in Microsoft Office and comfortable with Technology.
Physical Requirements: able to handle relatively heavy office supplies such as a box of copy paper and a case of bottles of water.