Receptionist / Administrative Assistant

International SOS • Whitpain Township, PA

20d

About The Position

The Receptionist / Administrative Assistant supports the smooth operation of International SOS Assistance, Inc.’s Blue Bell site office and serves as a front-line representative. The role manages front desk activities to create a welcoming and secure environment for visitors and staff, while providing administrative support to the Group Vice President for Real Estate & Workplace Strategy and facilities management operations. It requires effective multitasking, clear communication with diverse stakeholders, adaptability, professionalism, and a customer-oriented approach.

Requirements

• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including advanced Excel, PowerPoint, and Visio capabilities.
• Experience managing expense reporting and booking global travel through company systems.
• Exceptional organization, attention to detail, prioritization, and proactive problem-solving skills.
• At least two years of experience as an administrative assistant or receptionist in a professional or corporate services setting.
• Familiarity with multi-line telephone systems and computerized phone technology.
• Associate degree or an equivalent combination of education and relevant work experience.
• Fluency in English.

Nice To Haves

• Experience using SharePoint for document management.
• Experience using Concur for travel and expense management.
• Spanish proficiency.

Responsibilities

• Oversee front desk operations, greet visitors, manage badge issuance, and enforce security protocols.
• Answer, route, and take detailed messages for incoming phone calls.
• Manage incoming and outgoing mail, packages, and courier deliveries.
• Provide administrative support to the Group Vice President for Real Estate & Workplace Strategy.
• Prepare and submit expense reports, track expenditures, and maintain sensitive records confidentially.
• Coordinate calendars and schedule meetings and conferences across multiple time zones.
• Arrange executive travel, including flights, accommodations, transportation, and itineraries.
• Support facilities operations by maintaining supply inventories, coordinating new-hire onboarding, managing conference room bookings, and keeping the workspace functional and welcoming.
• Monitor facilities tickets and promptly escalate urgent maintenance issues.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree