Global HR and Immigration Coordinator

About xAI

xAI’s mission is to create AI systems that can accurately understand the universe and aid humanity in its pursuit of knowledge. Our team is small, highly motivated, and focused on engineering excellence. This organization is for individuals who appreciate challenging themselves and thrive on curiosity. We operate with a flat organizational structure. All employees are expected to be hands-on and to contribute directly to the company’s mission. Leadership is given to those who show initiative and consistently deliver excellence. Work ethic and strong prioritization skills are important. All engineers are expected to have strong communication skills. They should be able to concisely and accurately share knowledge with their teammates.

About the Role

As a Global HR and Immigration Coordinator, you’ll join xAI’s Global HR team, dedicated to delivering exceptional HR services to employees building one of the world’s most groundbreaking AI products. Based in our New York office, you’ll drive the administration and continuous improvement of Global HR programs for X.AI and X Corp. The Global HR and Immigration Coordinator will assist with the end-to-end process of employee relocations,immigration compliance, and global HR supporting X.AI and X Corp global expansion. This role requires a proactive, detail-oriented professional with expertise in immigration regulations and cross-functional collaboration.

Location and Reporting

The role will be based in New York City, reporting to the Director of HR Operations, and will work closely with HR, Legal, and Talent Acquisition teams to ensure alignment with organizational goals.

Key Responsibilities

• Visa and Work Permit Coordination: Assist with the end-to-end process of securing visas and work permits for employees relocating to various countries, ensuring timely, accurate, and compliant submissions to relevant authorities.
• Immigration Trends Monitoring: Track and report on global immigration trends, regulatory changes, and potential risks, to help mitigate compliance challenges.
• Monitoring Workday/Rippling: Monitor employee immigration records in Workday/Rippling to ensure data accuracy and consistency across systems.
• Secondment Agreements: Draft, manage, and monitor secondment agreements for temporary employee assignments across regions, ensuring clarity, compliance, and alignment with business objectives.
• Cross-Functional Collaboration: Partner with Legal, Finance, HR Business Partners, and external vendors to ensure seamless Global HR processes.
• FICA Compliance: Ensure compliance with Federal Insurance Contributions Act (FICA) regulations by coordinating with payroll and finance teams to accurately process tax-related obligations for relocated employees.
• JIRA Workflow Management: Utilize JIRA to track and manage immigration and mobility tasks, ensuring transparency, timely updates, and efficient resolution of cases.
• Unthread Communication: Leverage Unthread to manage and respond to employee inquiries regarding immigration and relocation processes, maintaining clear and professional communication.
• Policy and Workflow Management: Update and maintain all policies, workflows, and procedures to ensure compliance with current regulations and organizational needs.
• Daily Business Queries: Address daily inquiries from employees and stakeholders related to visa status, relocation logistics, and compliance, providing prompt and accurate support.
• Invoice Reconciliation: Reconcile invoices from external vendors, such as legal counsel and relocation service providers, ensuring accuracy and alignment with agreed-upon terms.
• Business Visa/Employment Verification Letters: Draft and prepare business visa invitation letters, ensuring they meet the necessary requirements.

Qualifications

• Bachelor’s degree in Human Resources, Business, Law, or a related field with a strong academic record.
• Minimum of 3 years’ experience in legal assistant, global mobility, immigration, or related HR functions.
• In-depth knowledge of U.S. and international immigration laws and regulations.
• Exceptional organizational and time-management skills, with the ability to handle multiple priorities in a fast-paced environment.
• Strong attention to detail and commitment to maintaining accurate records.
• Excellent written and verbal communication skills, particularly in professional correspondence.
• Proficiency in drafting and managing secondment agreements.
• Proven ability to collaborate effectively with cross-functional teams and external partners.
• Familiarity with HR systems, preferably Workday and JIRA
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides)

Annual Salary Range

$60,000 - $80,000 USD

Benefits

Base salary is just one part of our total rewards package at xAI, which also includes equity, comprehensive medical, vision, and dental coverage, access to a 401(k) retirement plan, short & long-term disability insurance, life insurance, and various other discounts and perks.

xAI is an equal opportunity employer.

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