Administrative Skills, Benchmarking, Billing, Calendar Management, Catering Services, Conference Management, Custodial Services, Detail Oriented, Enterprise Protection, Food and Beverage Industry, Information/Data Security (InfoSec), Interpersonal Skills, Interviewing Skills, Logistics, MCP - Microsoft Certified Professional, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Needs Assessment, Office Management, Onboarding, Order Management, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Professional Services, Property Management, Purchase Orders, Reimbursement, Team Player, Writing Skills
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.