Office Administrator

IANS; Boston (MA); On-site; USD 41,000 - 48,000; Part time

Benefits offered by this job

Comprehensive benefits

Professional development

Job summary

IANS's Boston headquarters at 125 High Street seeks an Office Administrator to keep daily operations running smoothly. You will own office details such as supplies, conference rooms, vendor coordination, meeting support, and candidate/visitor experience, working closely with the EA/Office Manager and People team to foster a welcoming, organized workplace.

You will be on-site 4-5 days per week. A high school diploma is required; an associate's or bachelor's degree is preferred.

Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• 2–4 years of experience in office coordination, administrative, hospitality, or facilities-support roles.
• Interpersonal skills: warm, professional demeanor and strong communication.
• Proficiency with Microsoft Office/M365 (Outlook, Word, Excel), including calendar management.
• Strong organizational skills and attention to detail; comfortable with multiple priorities.
• Basic familiarity with scheduling or office management tools.

Responsibilities

• Office operations: manage daily upkeep of the office and be the first contact for facilities issues.
• Support candidate interview days by preparing rooms and coordinating visitor logistics.
• Meeting & event support: coordinate conference rooms, setup, and catering orders.
• Vendor coordination: liaise with cleaners, maintenance, and other vendors; handle invoices.
• Administrative support: onboarding logistics, expense processing, and general requests.
• Culture & experience: plan employee experience initiatives and celebrate milestones.
• Proactively identify and resolve office needs with sound judgment.

Skills

Communication

Organization

Team collaboration

Multitasking

Education

High school diploma

Associate's degree preferred

Bachelor's degree preferred

Tools

Microsoft Office/M365

Calendar management

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.