Receptionist / Administrative Assistant

International SOS group; Center Square (PA); On-site; USD 42,000 - 62,000; Full time

Job summary

International SOS Assistance, Inc. is seeking a Receptionist / Administrative Assistant for our Blue Bell site to act as a front-line representative, manage the desk, greet visitors, process badges, and support executives across time zones.

The role requires two years in an administrative capacity, strong Microsoft Office skills, travel booking experience, and a professional, discreet approach to handling sensitive information. Fluency in English is required.

Qualifications

• Two years’ experience as an administrative assistant or receptionist in a professional setting.
• Strong organizational skills with attention to detail and prioritisation.
• Experience with travel coordination and expense reporting using company systems.
• Familiarity with security protocols and front desk operations is a plus.
• Proficient English communication, bilingual skills are advantageous.

Responsibilities

• Oversee front desk operations, greet visitors, issue badges and enforce security.
• Handle incoming calls, route messages, and maintain courteous service.
• Manage mail, packages, and couriers for timely distribution.
• Provide administrative support to the Group Vice President for Real Estate & Workplace Strategy.
• Prepare expense reports and track expenditures with confidentiality.
• Coordinate calendars and arrange meetings across multiple time zones.
• Organize travel including flights, hotels, and transportation for executives.
• Support facilities by managing supplies, onboarding, and conference room bookings.
• Monitor facilities tickets and escalate urgent issues promptly.

Skills

Verbal and written communication

Microsoft Office Suite

Excel advanced

PowerPoint

Visio

SharePoint

Concur travel & expense

Calendar management across time zones

Multi-line telephone systems

Education

Associate degree or equivalent

Tools

Microsoft Office Suite

Excel

PowerPoint

Visio

SharePoint

Concur

Job description

At International SOS, we are in the business of protecting and saving lives. For 40 years, we have delivered customised security risk management, health, and wellbeing solutions to organisations worldwide. With a presence in 90 countries and a team of nearly 13,000 experts, we provide 24/7 support to help organisations fulfil their Duty of Care responsibilities.

Now, we’re looking for talented individuals to join our team and make a difference.

Main Responsibilities:

The Receptionist / Administrative Assistant plays a vital role in ensuring the smooth operation of our Blue Bell site office. This position is a front-line representative of International SOS Assistance, Inc., responsible for managing all aspects of front desk activities to provide a welcoming and secure environment for visitors and staff. Key duties include:

• Overseeing front desk operations, including greeting visitors promptly and professionally, managing badge issuance, and enforcing security protocols to maintain workplace safety.
• Efficiently handling incoming phone calls by answering, routing, and taking detailed messages while maintaining a courteous and helpful demeanor.
• Managing all incoming and outgoing mail, packages, and couriers to ensure timely distribution and receipt within the organization.
• Providing comprehensive administrative support to the Group Vice President for Real Estate & Workplace Strategy, facilitating smooth day-to-day activities.
• Preparing and submitting detailed expense reports, tracking expenditures meticulously, and maintaining sensitive records with a high level of confidentiality and discretion.
• Coordinating complex calendars, scheduling meetings, and arranging conferences across multiple time zones to support global business operations efficiently.
• Organizing travel arrangements, including booking flights, accommodations, and transportation, while preparing detailed itineraries to optimise the executive’s schedule.
• Supporting facilities management operations by maintaining supply inventories, coordinating onboarding activities for new hires, managing conference room bookings, and ensuring the workspace is functional and welcoming.
• Monitoring facilities tickets for maintenance issues and escalating urgent matters to the appropriate teams promptly to minimize disruption.

This role requires the ability to multitask effectively, communicate clearly with diverse stakeholders, and adapt to a dynamic office environment while upholding professionalism and a customer-oriented approach.

Required Skills, Experience & Qualifications:

• Strong verbal and written communication skills are essential to succeed in a fast-paced, client-facing environment.
• Proficiency in Microsoft Office Suite, including advanced capabilities in Excel for data organisation and reporting; PowerPoint for presentation preparation; and Visio for process mapping and diagramming.
• Experience managing expense reporting processes and booking global travel arrangements using company systems.
• Exceptional organisational skills, with keen attention to detail, the ability to prioritise multiple tasks effectively, and a proactive approach to solving problems before they escalte.
• Minimum of two years’ experience working as an administrative assistant or receptionist within a professional or corporate services setting.
• Familiarity with multi-line telephone systems and computerized phone technology to efficiently handle high call volumes.
• Associate degree or an equivalent combination of education and relevant work experience is required to meet the demands of this role.
• Experience using SharePoint for document management and Concur for travel and expense management is preferred, enhancing operational efficiency.
• Fluency in English is required for effective communication; proficiency in Spanish is advantageous but not mandatory, supporting our diverse workplace culture.

We seek candidates who demonstrate professionalism, integrity, and a dedication to providing excellent administrative support, contributing to a positive and productive work environment.

By joining International SOS, you will contribute to a global network dedicated to protecting people and organisations. We offer a dynamic and respectful workplace where expertise, innovation, and collaboration drive our success.

13,000 experts | 1,200+ locations | 90 countries | 110+ languages

Start your journey with us today.