• Job Description

  Req#: 3429192

  Global Mobility Specialist ensures efficient and compliant management of international employee relocations and assignments, including immigration, tax, and labor requirements. This role is instrumental in providing crucial support to our mobile employees, focusing on their experience and smooth transitions. The Specialist will support the Expatriates Program in the U.S., and contribute to related projects, requiring discretion, confidentiality, and a proactive approach to problem-solving. This position also assists in ensuring the smooth transition and ongoing support for Japan expatriates in the U.S., overseeing complex logistical, legal, and personal matters related to their assignments.

  Essential Functions and Main Duties

  • Expatriate Program Management
    • Compliance & Visa Support: Ensure strict adherence to domestic and international immigration laws, tax regulations, and internal policies. Manage the end-to-end visa application process, including coordinating with legal counsel and finance, and ensuring timely I-9 verification and work eligibility for all U.S.-based expatriates in partnership with U.S. HR.
    • HR Coordination & Onboarding: Act as the primary liaison with both NKC HR and destination subsidiary HR teams for incoming expatriates. Partner with U.S. HR to facilitate a smooth setup at new locations, including payroll and benefits integration.
    • Comprehensive Expatriate & Family Support: Provide extensive pre-departure and ongoing support to expatriates and their families. This includes conducting Q&A sessions, coordinating travel logistics (hotel, car rentals), and facilitating a smooth transition into the U.S. Offer comprehensive relocation assistance, such as housing, company vehicle arrangements (including driver's license acquisition and driving education), and information on local schools and hospitals. Additionally, assist family members with settling into daily life.
    • Orientation & Ongoing Communication: Design and deliver tailored training and orientation programs covering life and work expectations in the U.S. Serve as the primary point of contact for expatriates in the U.S., addressing concerns related to both work and family life. Regularly meet with NKC HR and U.S. HR to discuss expatriate issues, policy improvements, and upcoming assignments.
    • Payroll & Tax Management: Oversee expatriate attendance and approve through HRIS. Manage all aspects of expatriate payroll, including calculations, changes, and allowances, while ensuring compliance with social security exemptions. Collaborate closely with tax departments to manage expatriate tax reporting, ensuring compliance and identifying potential tax-saving opportunities.
    • Repatriation & Policy Development: Coordinate the end-of-assignment process, including expatriates' return to Japan, managing move-out procedures, vehicle handover, and other repatriation services. Continuously develop and ensure adherence to all relevant expatriate policies and regulations.
  • Administrative and Operational Support
    • Executive & High-Level Meeting Support: Provide comprehensive executive assistance, managing complex calendars and schedules, acting as a gatekeeper for executive time. Coordinate detailed travel arrangements, including logistics and cost optimization. Organize and facilitate high-level meetings such as Executive Committee, Board, and Investor Relations sessions, including agenda and minute preparation. Efficiently manage expenses for both executive and expatriate activities.
    • Documentation & Communication: Draft, edit, and format professional presentations, correspondence, and spreadsheets. Ensure timely and professional communication, including handling confidential documents with discretion.
    • Vendor Management & Cost Optimization: Strategically manage relationships with relocation vendors, immigration consultants, and other external partners to ensure high-quality services while optimizing relocation packages and identifying cost-saving opportunities.
    • Office Management: Oversee the daily operations of the Alton office, including ordering and receiving office supplies, managing related charges and budgeting, and collaborating with the CEO and employees to ensure a well-equipped and functional work environment.
    • Adheres to all company policies, procedures, and business ethics codes.
    • Duties may be modified or assigned at any time based on business need.

  Qualifications

  Education / Certification / Experience Required

  • Bachelor's degree in business administration or related discipline; relevant education and experience accepted in lieu of degree
  • 5+ years of experience in administrative support at an executive level
  • 5+ years of experience as a liaison between JPN/US
  • Finance/Accounting/bookkeeping experience preferred
  • Experience with accurate payroll calculations preferred
  • Work history that demonstrates reliability and stability
  • Level and compensation depend on location, experience, education and skills

  Competencies Required

  • Knowledge of Japanese culture as well as speaking, reading, writing Japanese language skills are required.
  • Strong computer skills in usage of MS Office Suite, specifically MS Excel. Can develop charts and graphs.
  • Fleet management skills, including organization, cost control, and vendor coordination, with a focus on efficiency and budget compliance.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy, and tact.
  • Communicate clearly and professionally through effective listening, speaking, and writing skills. Articulate; writes clear and concise messages, instructions, on-going communications with employees.
  • Perform successfully working both independently and as an effective member of the team, adapting to changing requirements, deadlines and priorities as needed.
  • Strong ability to partner with internal colleagues, cultivating positive rapport and providing constructive challenge when necessary.
  • Proactive and decisive problem-solver with a positive, high-energy approach.
  • Must be able to communicate verbally and in writing, and to receive and understand verbal and written instructions in English.
  • Able to work effectively both independently and in a collaborative team environment.

  Compensation

  The anticipated range for this position is $84,000 to $100,000. Actual placement within the range is dependent on multiple factors, including but not limited to skills, education, experience and location.

  Perks and Benefits

  Visit our Career page to learn more about Perks & Benefits and working at Nihon Kohden America

  Working Conditions

  Schedule: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday-Friday, unless otherwise stated by the department manager. Holiday, weekend, and evening work hours may be required. Regular hours may vary due to the needs of the organization or department and are subject to change at any time at the Company's discretion.

  Physical: Generally, may require some reaching, bending, stooping, squatting, crawling, kneeling, pushing, pulling, lifting, carrying up to 25 pounds, finger dexterity, repetitive motions, standing, walking, sitting, hearing, visual acuity, color vision, and 2-way written/verbal communication in English. More specific details may be provided as needed or requested.

  Travel: Minimal/as needed for company events

  Access to Customer Sites: Not Required

  Nihon Kohden America is committed to maintaining a professional and respectful workplace free from discrimination, harassment, and retaliation and welcomes all qualified candidates to apply. Employment decisions are based on qualifications, experience, and business needs, without regard to legally protected characteristics. This policy applies to all employment actions, including recruitment, hiring, promotion, compensation, training, and other workplace practices.

  Nihon Kohden America complies with all applicable federal, state, and local laws regarding equal employment opportunity. Employees and applicants will not be subject to harassment or retaliation for asserting their legal rights. Questions or concerns regarding this policy may be directed to Human Resources at HREmployeeServices@nihonkohden.com.

• About the company

  Nihon Kohden is Japan's leading maker of EEG, patient monitors, AED, and medical electronic equipment.

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