Office Administrator

IANS; Boston (MA); On-site; USD 41,328 - 48,216; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits

Professional development opportunities

Job summary

IANS is seeking an Office Administrator to ensure smooth daily operations at our new Boston headquarters. You will manage office supplies, conference rooms, vendor coordination, and event support, while partnering with the EA/Office Manager and People team to create a welcoming, high-functioning workplace.

The role emphasizes on-site presence, coordinating interviews and visitor experiences, and supporting light admin tasks such as onboarding logistics and expense processing.

Qualifications

• 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.
• Excellent written and verbal communication skills.
• Experience with scheduling and coordinating candidate/interview logistics.
• Experience coordinating vendor services and office operations.

Responsibilities

• Office operations: Maintain day-to-day office upkeep, serve as first point of contact for facilities issues in the new Boston space.
• Support interview days: prep rooms, greet candidates, coordinate visitor logistics, assist recruiting with scheduling.
• Meeting & event support: manage conference room scheduling, set up meetings and events, coordinate catering.
• Vendor coordination: liaise with cleaners, maintenance, and office vendors; manage invoices/purchase orders.
• Administrative support: onboarding logistics for new hires, expense processing, general office requests.
• Culture & experience: plan and execute employee experience initiatives to strengthen in-office culture.

Skills

Interpersonal skills

Calendar management

Attention to detail

Multitasking

Professional communication

Collaboration across stakeholders

Education

High school diploma

Associate's or Bachelor's degree preferred

Tools

Microsoft Office / M365

Job description

Office Administrator 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 Us

IANS is the trusted intelligence partner for enterprise CISOs and security leaders. We provide actionable advisory, peer benchmarking, and proprietary data that help security organizations make faster, more confident decisions. Our MCP connector and Vendor Intelligence Database (VID) peer benchmarking platform deliver intelligence and structured benchmarks across the security organization, putting IANS insights where security leaders are already working.

Role Overview

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.