Receptionist / Administrative Assistant

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 optimize 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 escalate.
• 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.