Executive Front Desk & Administrative Coordinator

International SOS; Center Square (PA); On-site; USD 42,000 - 64,000; Full time

Job summary

International SOS is seeking a capable Administrative Assistant/Receptionist to support a high‑level executive team in a dynamic, global office environment. You will manage front desk activities, handle calls, organize travel, and assist with facilities tasks to keep operations running smoothly.

Requirements include a minimum of two years’ admin experience, an Associate degree or equivalent, and strong MS Office skills. Fluency in English is essential; Spanish is a plus.

Qualifications

• Minimum two years’ experience as an administrative assistant or receptionist in a professional setting.
• Associate degree or equivalent combination of education and experience required.
• Proficiency with MS Office (Excel, PowerPoint) and multi-line phone systems.

Responsibilities

• Overseeing front desk operations: greet visitors, badge issuance, security protocol enforcement.
• Handle incoming calls, route messages, and maintain courteous demeanor.
• Manage mail, packages, and couriers for timely distribution.
• Provide administrative support to the Group Vice President for Real Estate & Workplace Strategy.
• Prepare and submit expense reports, track expenditures, and maintain confidential records.
• Coordinate calendars across time zones and arrange travel itineraries.
• Support facilities management: maintain supplies, onboarding, conference room bookings.
• Monitor facilities tickets and escalate urgent issues promptly.

Skills

Verbal and written communication

Organizational skills

Multitasking

Customer-focused

Professional demeanor

Education

Associate degree

Equivalent experience

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Visio

SharePoint

Concur

Job description

International SOS is seeking a capable Administrative Assistant/Receptionist to support a high‑level executive team in a dynamic, global office environment. You will manage front desk activities, handle calls, organize travel, and assist with facilities tasks to keep operations running smoothly.

Requirements include a minimum of two years’ admin experience, an Associate degree or equivalent, and strong MS Office skills. Fluency in English is essential; Spanish is a plus.