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
• 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

Benefits

• Social: Monthly ‘Club IANS’, annual summer outings, team events and social gatherings
• Work Environment: Hybrid (2 days/week) in our vibrant Boston office with a weekly lunch stipend
• Work/Life Balance: PTO, paid holidays, sick time, Summer Fridays
• 401(k) Program: Fidelity 401(k) plan with company match
• Employee Recognition: Annual incentive program, monthly shout outs and peer-to-peer recognition
• Health Coverage: Medical, dental & vision, deductible reimbursement, fitness stipend, Calm app
• Pre-Taxed Benefits: Dependent care FSA, healthcare FSA, transit, parking
• Volunteer Opportunities: Employee-led community volunteer initiatives, paid volunteer day- 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
• High school diploma required; Associate’s or Bachelor’s degree preferred
• Basic familiarity with scheduling or office management tools
• 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
• 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)