Office Administrator

Job description

*Compensation: $30-35/hour (30 hours per week, non-exempt).* *On-site presence is required given the nature of the role; on-site 4-5 days/week at our new Boston office.* **About the Opportunity:** 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. **What You'll Do:** - 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. **What You Bring:** - High school diploma required; Associate's or Bachelor's degree preferred - 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. - 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 **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.