Executive Assistant - Bilingual

ADVICS North America, Inc.•Lebanon, OH

16d•Onsite

About The Position

This position is responsible for providing administrative support to senior executives, Human Resources and providing support of APS employees for all ADVICS Group companies. The position is responsible to provide ADVICS locations HR management with assistance and support in the onboarding of ADVICS Japan Expat.

Requirements

Bilingual required (Japanese & English)
A minimum of 2 years’ administrative or experience or an equivalent combination of education and experience.
Proficient in Microsoft Office products, Email, Internet, and other miscellaneous electronic devices and software products.
Ability to manage multiple competing deadlines effectively and professionally.
Maintain confidentiality of sensitive information.
Ability to speak Japanese Language including reading and writing at fluent level.
Ability to perform complex and confidential administrative and secretarial duties for President, Executives and Managers in multiple departments.
Ability to meet multiple deadlines effectively and professionally.
Skill in organization large amounts of data, reports, presentations in an efficient and easily retrievable manner.
Skill in effectively participating in teams made up of peers, subordinates and managers.
Skill in communicating with others in different departments and to other people outside the organization verbally and through writing.
Ability to use MS Office products, MS Project, MS Access, Email, Internet, Voicemail, and other miscellaneous electronic devices and software products.

Nice To Haves

Degree in related field with 4 years of executive administrative experience.
Knowledge and experience in immigration processes and procedures are desired.

Responsibilities

Provide necessary support and coordination of needs for APS members assigned to ADVICS group companies.
Communicate with ADSJP HR on Expat assignments, including new and returning expats, personnel information and job changes, and expat assignment changes to initiate all necessary preparation at each U.S. site.
Coordinate expat orientation, including all paperwork required to work in the U.S., and APS benefits explanation. Assist local HR representatives in fulfilling the necessary requirements to start the job. Assist lifeline set up; including, but not limited to, SSN application, opening bank account, housing and utility set up, obtaining insurance, moving arrangements, and driver’s license application.
Serve as the primary contact between expats and ADSJP HR for any personnel issues and required benefit requests and approval process, including housing assistance, temporary return to Japan, dependent education support etc.
Collect, organize, and maintain personnel information including immigration status from expats in all sites and update HR systems timely.
Arrange check request for non-business-related expats expenses and submit to APS.
Assist returning expats on moving arrangements, closing various accounts in the U.S., and coordinate end of expat assignment return with ADSJP HR.
Assist returned expats on maintaining their personal bank account and payments for 3 months and close their bank account.
Act as the point of contact for local hire immigration issues for North American sites, including new visa application, renewal, permanent residency, business trips and expatriate assignments from the U.S. to other countries.
Provide primary administrative support to the President of ADVICS North America.
Responsible to provide relocation assistance to members relocating from Japan Head Office.
Perform inspection, servicing, and repair of company-owned pool vehicles to ensure they are safe and reliable to be operated for ADVICS members. Keep and maintain all the pool car records.
Perform administrative support for ADVICS Japan.
Translate presentations, documents, etc. from Japanese to English and vice versa.
Act as main contact for Japanese Business Society of Detroit, Japan America Society of Greater Cincinnati, TPC Golf Membership and other formal and informal societies of which the Company belongs. This will include newsletter distribution and event arrangement.
Plan work-related events for the President and Human Resources Department.
Maintain and support the HR/GA/Corporate planning administration of the company intranet homepage, shared documents, announcements, pictures, etc.
Maintain employee files and records ensuring record retention guidelines are followed.
Understand Human Resources policies and procedures.
Process invoices for Human Resources through Concur platform.