Office Administrator

IANS•Boston, MA

21d•Onsite

About The Position

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.

Requirements

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.
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

Responsibilities

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.
Coordinate conference room scheduling, set up for internal meetings, all-hands, and team events, and manage catering orders
Liaise with office vendors (cleaning, maintenance, food/beverage, supplies) and manage related invoices/purchase orders
Assist with light admin tasks — onboarding logistics for new hires (desk setup, welcome packets), expense processing, and general office requests
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.