Office Administrator

Office Administrator

The Office Administrator will help keep IANS's new Boston headquarters at 125 High Street running smoothly each day. This role owns the operational details of the office — including supplies, conference rooms, vendor coordination, meeting and event support, and candidate/visitor experience — while partnering closely with the EA/Office Manager and People team to create a welcoming, organized, and high-functioning workplace.

Responsibilities:

• Office operations:
  Own the day-to-day upkeep of the office (supplies, kitchen, conference rooms) and serve as first point of contact for building management and facilities issues in our new space
• Support candidate interview days by preparing rooms, greeting candidates, coordinating visitor logistics, and partnering with the recruiting team on scheduling-related needs.
• Meeting & event support:
  Coordinate conference room scheduling, set up for internal meetings, all-hands, and team events, and manage catering orders
• Vendor coordination:
  Liaise with office vendors (cleaning, maintenance, food/beverage, supplies) and manage related invoices/purchase orders
• Administrative support:
  Assist with light admin tasks — onboarding logistics for new hires (desk setup, welcome packets), expense processing, and general office requests
• Culture & experience:
  Help plan and execute employee experience initiatives (birthdays, holidays, team celebrations) that reinforce a strong in-office culture
• Proactively identify and resolve office needs before they become issues, using sound judgment and a service-oriented mindset.

Requirements:

• Education:
  
  High school diploma required;
  Associate's or Bachelor's degree preferred
• Experience:
  
  2–4 years of experience in an office coordination, administrative, hospitality, workplace experience, or facilities-support role, ideally in a professional services or corporate environment.
• Skills:
• Interpersonal
  
  Skills:
  
  Warm, professional demeanor; strong verbal and written communication; discretion when handling sensitive or confidential information; collaborative and comfortable working across multiple stakeholders (recruiting, EA/Office Manager, broader team)
• Proficiency with Microsoft Office/M365 (Outlook, Word, Excel), including calendar management
• Strong organizational skills and attention to detail
• Comfortable managing multiple priorities and competing schedules in a fast-paced environment
• Basic familiarity with scheduling or office management tools
• Certifications:
  
  None required

Why Join Us?

• Impact:
  Play a visible role in creating a welcoming, well-run Boston office and a strong candidate and employee experience.
• Culture:
  Join a collaborative, high-growth company as IANS expands into its next chapter as an AI-native organization.
• Benefits:
  Competitive compensation, comprehensive benefits, and professional development opportunities in our new Financial District workspace.