Onboarding team assistant - OSAKA WORLD EXPO 2025

We are seeking a dedicated and organized Onboarding Assistant to join our team at an exciting time as we work on the Osaka Expo 2025 Project, which will be held on Apr 13, 2025 – Mon, Oct 13, 2025. Being an energetic people person, the Onboarding Assistant will play a crucial role in ensuring a smooth and efficient onboarding process for our team members, both locally and internationally. This position involves coordinating onboarding activities, assisting with the setup of new hires, and providing support to ensure a positive transition into Japan.

GL events is an international company specializing in major events around the world. With a presence in over 20 countries, GL events is dedicated to delivering innovative and high-quality event solutions. Our expertise spans across various sectors including exhibitions, congresses, cultural events, sports events, and more. The position described is for the Osaka World Expo 2025 which takes place in Japan.

KEY RESPONSABILITIES:

Coordinate Onboarding Activities: 

• Schedule and organize orientation sessions, training programs, and introduction meetings for new hires. 
• Prepare and distribute onboarding materials, including welcome packets, employee handbooks, and training schedules. 

Assist with New Hire Setup: 

• Coordinate with IT and other departments to ensure new hires have necessary equipment, system access, and workspace. 
• Assist new employees with completing onboarding paperwork and compliance documents. 
• Arrange accommodations, visas, SIM cards, and other necessary logistics for a safe and smooth transition into Japan. 

Provide Onboarding Support: 

• Act as the primary point of contact for new employees during their initial days and weeks, addressing any questions or concerns. 
• Facilitate introductions and integration into the team and company culture. 

Office Organization and Management: 

• Assist with the organization and management of the office to ensure a productive work environment. 
• Maintain office supplies, coordinate office maintenance, and handle other administrative tasks as needed. 

Maintain Onboarding Records: 

• Keep accurate records of onboarding activities, ensuring compliance with company policies and legal requirements. 
• Track the progress of new hires through the onboarding process and provide regular updates to HR and management. 

• Bachelor’s degree  
• Proficient in English and Japanese (both written and spoken). 
• Proficiency in Microsoft Excel and other MS Office applications. 
• Strong organizational and multitasking skills. 
• Excellent communication and interpersonal skills. 
• Ability to work collaboratively in a team environment. 
• Previous experience or internship in project management or construction is a plus but not required.