Secretarial/Office Management

About Grok
Founded in 2005, Grok Global Services is a best-in-class provider of international engagement services for higher education institutions. By joining our team, you will be working in a supportive environment full of like-minded professionals, each committed to advancing the internationalization of higher education institutions from around the world.

A pioneer of in-country staffing in the international education sector, Grok remains at the forefront of this model and currently delivers this service across Asia, Africa, the Middle East, and the Americas. The company also boasts industry-leading divisions in digital marketing and strategic consulting.

Position Summary
The Administrative Assistant will provide comprehensive administrative support to Grok’s China operations, with responsibilities across the Beijing, Shanghai, and Guangzhou offices. This role ensures smooth day-to-day functioning of facilities and services, supports staff and managers with administrative needs, and acts as a liaison with Grok’s Corporate Services functions (including Finance, People, and IT) to ensure local compliance and consistency. The position reports directly to China entity management while coordinating closely with Grok’s global Corporate Services and Finance functions.

Key Responsibilities

Office Admin Coordination & Procurement
- Procure office stationery, supplies and employee equipment for the three Grok offices and remote staff.
- Coordinate daily maintenance of office equipment and general working environment.
- Oversee and liaise with office cleaning staff across the three offices.
- Manage the onboarding and offboarding of work mobile phones and purchase of SIM cards.
- Track and coordinate vendor service contracts (e.g., office leases, utilities, cleaning).
- Coordinate courier services, including scheduling pickups and deliveries, tracking shipments, and ensuring timely receipt and dispatch of - documents, parcels, and packages for all China offices.
- Support local health, safety, and compliance checks across offices.

Document & Storage Management
- Maintain and update both physical and digital filing systems in line with Grok’s policies.
- Oversee storage unit upkeep and manage rental fee collection.
- Ensure secure and confidential handling of sensitive information.
- Support retention and compliance requirements for office and vendor-related documentation.

Front Desk & Customer Service
- Greet visitors and clients in a professional and courteous manner (primarily in Beijing office).
- Provide virtual or remote visitor coordination support for Shanghai and Guangzhou offices.
- Respond to emails, phone calls, and other communications in a timely and professional manner.
- Address inquiries and guide guests as needed.

For more details and/or to apply, go here:
https://grokglobal.bamboohr.com/careers/317

Overview
The Natural Resources Defense Council (NRDC) is an international nonprofit environmental organization with more than 3 million members and online supporters. Since 1970, our lawyers, scientists, and other environmental specialists have worked to protect the world's natural resources, public health, and the environment. For over two decades, the NRDC has worked in China as a thought leader and trusted adviser to our partners. With a highly effective team of more than 40 members based in our Beijing office, we have worked hard at both the national and local levels to support the development and implementation of innovative laws, policies, technologies, and market tools that curb pollution and accelerate China' s transition to a clean, low-carbon economy. NRDC's Beijing Representative Office is registered in Beijing in accordance with applicable laws.

NRDC is seeking a Sr. Administrative Coordinator/Adminstrative Coordinator to work with the China team in our Beijing office.

Position Summary
The Sr. Administrative Coordinator/Administrative Coordinator will report directly to the Operations Director, as well as receive guidance from HR Manager and work closely with the US Workplace Strategy team. The successful candidate will help foster an organizational culture that reflects our commitment to environmental responsibility—ensuring not only operational excellence but also the integration of sustainability into our daily practices.

Responsibilities
- Assist in managing the day-to-day operations of the office, including security, insurance, cleaning, floral arrangement, and other administrative tasks.
- Promote and implement NRDC's sustainable operations practices, such as reducing waste, managing recycling program, and following non-toxic materials purchasing guidelines.
- Coordinate office layout, meeting room setup, and maintenance of shared areas to ensure a productive work environment.
- Act as a liaison with the property management, addressing facility issues and managing building-related communications.
- Assist with lease negotiations and coordinate office relocations when necessary.
- Handle the procurement of office supplies, subscriptions, and sustainable materials in accordance with NRDC’s green purchasing guidelines.
- Coordinate with office service vendors regarding contracts, service interruptions, and maintenance scheduling.
- Research and evaluate potential vendors to ensure high-quality service and cost-effectiveness.
- Assist in tracking and reconciliating office-related expenses, and support the preparation of expense reports.
- Help manage inventory and fixed assets across the office.
- Coordinate with the travel agent on matters related to bookings, payments, and travel policy updates.

For more details and/or to apply, go here:
https://careers-nrdc.icims.com/jobs/5822/job

Target Start Date: 2025-10-01

Terms of Reference

1. General Background
The Office of the United Nations High Commissioner for Refugees (UNHCR) was established on December 14, 1950 by the United Nations General Assembly. The UN Refugee Agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It strives to ensure that everyone can exercise the right to seek asylum and find safe refuge in another State, with the option to return home voluntarily, integrate locally or to resettle in a third country. UNHCR has helped millions of people to restart their lives. They include asylum seekers, refugees, returnees, stateless people and internally displaced persons. Its interventions in the areas of protection, shelter, health and education have been crucial, healing broken pasts and building brighter futures.

The UNHCR Office in China was established in 1979. Although China has been party to the 1951 Convention and 1967 Protocol since 1982, it has no law comprehensively governing asylum. In the absence of national refugee legislation, UNHCR continues to register asylum seekers, conducts individual refugee status determination under its mandate, seeks durable solutions for refugees, and provides direct assistance to the refugee population in mainland China. UNHCR works with the Government authorities to build domestic capacity and will continue working with all stakeholders in China to ensure refugees and asylum-seekers receive adequate protection and assistance.

Under the guidance and supervision of the Head of Management Support Unit, the Senior Management Support Assistant provides quality administrative support across multiple functional areas to country office, including administration, finance and procurement in compliance with the regulatory framework of UNHCR as well as relevant accountability frameworks. S/he takes a client-orientated and results-focused approach to assist operation to fulfill its mandatory and delivery the service in effective and efficient way.

This position is an Individual Contractor contracting through UNOPS. The agreement is issued and renewable by calendar year.

2. Purpose and Scope of Assignment

Administrative Support including procurement
- Assist day-to-day administrative matters. Maintain tracking tools and shared documentation systems for operational and administrative tasks.
- As Fleet Management Focal Point, check vehicle log and reconcile fuel record on monthly basis and ensure availability of all requirement documents including vehicle insurance, driving permit, etc.

For more details and/or to apply, go here:
https://unhcr.wd3.myworkdayjobs.com/en-US/External/job/Beijing-China/Senior-Management-Support-Assistant_JR2560120-1

At ISB, We All Belong:
ISB is dedicated to fostering a diverse, equitable, and inclusive environment where all individuals feel they belong, are seen, valued, and heard. We embrace diversity as a source of strength and are enriched through our differences. We are committed to equitable treatment for all, regardless of gender, race, ethnicity, religion, background, identity, orientation, or ability.

We seek employees who are committed to cultivating a sense of belonging, ensuring that everyone at ISB feels safe, respected, and treated fairly.

Our Mission:
We are an inspiring international community in Beijing where thinkers and leaders find their place in the world and serve others. So that learning is at its best, we build strong relationships and set high expectations together. We are committed to challenging and joyful learning with the freedom to explore.

JOB GOAL/PURPOSE
The role of this position is to support the development, implementation, risk management and ongoing operations of the Experiential and Service Learning projects under the supervision of Head of Experiential Learning as guided by ISB mission and strategic initiatives.

DUTIES/RESPONSIBILITIES:
- Provide general administrative and logistical support for Head of Experiential Learning and the Experiential and Service Learning Office (ESLO)
- Manage the contracts/agreements, flight/train/bus/car booking, hotel arrangements, other travel arrangements, set-up arrangements and payments, etc. for projects occurring on-campus and off-campus
- Assist and support that enrich or extend the ISB student experience (for example, Visiting Expert(s), Visiting School(s), Global Ambassador Programs) as needed
- Collaborate with divisional teachers, offices and external contacts in supporting Experiential and Service Learning projects
- Collaborate with ISB Security staff, external program and service providers in support of ISB’s Risk Assessment and Management System
- Communicate with divisional offices and communication, etc. to ensure stakeholder clarity around Experiential and Service Learning experiences
- Gather Experiential and Service Learning data; assist in measuring the implementation & success of project(s), contribute information and present/report as needed
- Assist in documentation and maintenance of digital resources and databases with guidance and direction from the Head of Experiential Learning
- Assist and manage logistical arrangements for ISB school-wide curriculum focused events in support of student programs
- Provide Chinese translation and language services as required
- Perform other duties as required in support of ISB programs

Experience and Skills
- Project management experiences and excellent logistical & organizational skills
- Skill with tracking budget expenses and maintaining databases

For more details and/or to apply, go here:
https://recruit.hirebridge.com/v/goto/?c=dmrwef