Administrative Assistant at Grok Global Services

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