Receptionist / Administrative Assistant

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

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:

• 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.
• Organising 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.

Americas

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 organization 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 organizational skills, with keen attention to detail, the ability to prioritize multiple tasks effectively, and a proactive approach to solving problems before they escape.
• 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