Next Ventures · 5 hours ago
Administrative Assistant (Japanese Fluency Required)
Chicago, IL
Full-time
Onsite
Mid Level
$70K/yr - $90K/yr
3+ years expNext Ventures is seeking a highly organized and proactive Administrative Assistant to provide full onsite support to the R&D organization while partnering closely with the General Manager. The role involves managing various administrative tasks including visitor coordination, onboarding, scheduling, and travel logistics, while ensuring effective communication in both Japanese and English.
Staffing & Recruiting
Responsibilities
Provide 100% onsite administrative support to the R&D organization
Balance responsibilities between the R&D team and direct support of the General Manager
Greet visitors, manage badging and security protocols, and ensure compliance with site requirements
Manage office supplies, equipment orders, and vendor deliveries
Coordinate onboarding activities for new R&D hires, including workspace setup, IT coordination, and scheduling orientation sessions
Draft and translate communications for both technical and non-technical audiences in Japanese and English
Prepare executive-ready slide decks, reports, charts, and materials for demonstrations, leadership reviews, and customer visits
Manage complex calendars across time zones, prioritize requests, and coordinate high-volume meeting schedules
Arrange domestic and international travel, including flights, accommodations, and ground transportation
Prepare meeting agendas, talking points, follow-up trackers, and concise summaries
Act as the primary point of contact for the General Manager, screening and routing communications while maintaining strict confidentiality
Plan and execute onsite events, executive visits, and customer tours
Process expense reports in CONCUR and resolve discrepancies in a timely manner
Support month-end reporting by collecting inputs, validating financial data, and preparing submissions
Maintain structured digital filing systems to ensure audit readiness and operational efficiency
Qualification
Required
Fluency in Japanese and English (spoken and written) required
3+ years of administrative experience, ideally within R&D, engineering, manufacturing, or other technical environments
Demonstrated experience supporting senior leaders with complex calendars, travel coordination, and executive communications
Experience processing expense reports and assisting with month-end financial workflows
Strong written and verbal communication skills in both Japanese and English
Exceptional attention to detail, organization, and follow-through
Ability to maintain a reliable onsite presence and adapt to shifting priorities in a high-volume environment
Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word)
Company
Next Ventures
Next Ventures is a multi-award winning, global I.T recruitment business, supplying specialist project teams to the Large Enterprise.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase