Administration and PR Assistant
Location: Schaumburg, IL
Employment Type: Non-Exempt
Work Arrangement: Hybrid – 2 days in office / 3 days remote after training
Reports to: Executive Director
Position Summary
We are seeking an organized and detail-oriented Administration and PR Assistant to support day-to-day administrative operations, membership activities, events, meetings, communications, fundraising, and grant-related initiatives. This position will also assist with newsletters, community and cultural events, and coordination with internal and external stakeholders.
Key Responsibilities
- Answer phone calls, respond to emails, and manage incoming and outgoing mail.
- Maintain office supply inventory and place orders as needed.
- Coordinate invitations and maintain attendee lists for meetings and events.
- Maintain membership databases, including new and withdrawing members, membership fee payments, and contact information.
- Maintain student information and other organizational records.
- Support fundraising and grant administration processes.
- Develop and distribute a weekly email newsletter.
- Coordinate cultural, community, fundraising, and member events.
- Support grant processes and presentation ceremonies.
- Assist with event reception, prize collection, and other event logistics.
- Provide support for weekend events as required.
- Coordinate meeting invitations and attendee lists.
- Assist the Executive Director with communications with other Chambers of Commerce and Industry in the U.S. and Canada.
- Write event-related articles and proofread online newsletter content.
- Support special projects and other administrative duties as assigned.
- Identify opportunities to improve efficiency and reduce costs.
- Maintain effective communication with internal staff and external contacts.
Qualifications
- Associate’s degree (A.A.) or equivalent from a two-year college or technical school; or six months to one year of related experience and/or training; or an equivalent combination of education and related experience.
- 1–2 years of experience in business or event coordination preferred.
- Business level English and Business or Expert level Japanese language skills
- Strong written and verbal communication skills.
- Excellent organizational, planning, multitasking, and time-management skills.
- Strong attention to detail, accuracy, confidentiality, and reliability.
- Proficiency with Windows and Microsoft Office applications, including Word, Excel, and PowerPoint.
- Driver’s license preferred.
- Ability to drive as needed for job-related responsibilities.
Additional Requirements
- Ability to work occasional weekend events.
- Ability to manage multiple projects and priorities simultaneously.
- Ability to work effectively with internal and external stakeholders.
- Occasional lifting and moving of materials may be required as part of event and office responsibilities.
