Position Purpose
The International Association of Antarctica Tour Operators (IAATO is looking for a proactive, tech-savvy Office Administrator to keep our office running smoothly. This role blends day-to-day administrative operations with event coordination and light Human Resources (HR) support. The ideal candidate is highly organized, personable, and comfortable learning new tools and systems quickly.
This is a hybrid position (at least 2 days per week in the office) to be based in New England within commuting distance to the Providence, Rhode Island office. This position requires both domestic and international travel to meetings as required (approximately 10-15% annually).
Key Responsibilities:
Office Administration
- Manage day-to-day office operations, including supplies and vendor relationships.
- Maintain office systems, filing, and records (digital and physical)
- Manage and troubleshoot office software and tools (scheduling, communication platforms, project management systems, etc.)
- Support budgeting and expense tracking for office-related costs
- Coordinate with IT/facilities vendors as needed
Event Planning
- Assist in the planning and execution of association events, including team offsites and special and annual member events
- Manage event logistics: venue sourcing, catering, vendor contracts, budgets, registration, timelines, AV/tech setup, and support and troubleshooting
- Gather feedback post-event to continuously improve future events
HR Support
· Coordinate recruitment activities, such as job postings, interview scheduling, and candidate communication
· Assist with onboarding and offboarding processes (paperwork, equipment setup, orientation scheduling, etc.)
- Maintain employee records and ensure compliance with company policies and employment law
- Support benefits administration, record keeping and compliance
- Help coordinate performance review cycles and HR-related communications
- Serve as a resource for basic employee questions, escalating to HR/leadership as needed
- Assist with maintaining employee handbook and other policy documentation.
- Support employee engagement initiatives and help foster a positive workplace culture
Qualifications:
- 2+ years of experience in office management, administration or a related role
- Strong technical aptitude — comfortable learning and adopting new software quickly (e.g., project management tools, calendar/scheduling apps, communication platforms)
- Experience and proficiency with tools such as Microsoft 365 and project management software (e.g., Monday.com, Asana, Trello)
- Working knowledge of HR principles, practices, and compliance requirements
- Strong organizational and multitasking skills
- Excellent communication and interpersonal abilities
Preferred
- Familiarity with basic bookkeeping or expense management tools
- HR certification or coursework (not required, but a plus)
IAATO, is an equal opportunity employer, and they value diversity at our company. They do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status, disability status, or any other protected characteristic or status. Disabled applicants may request any reasonable accommodation needed to enable them to complete the application process.
Pay: $26.00 - $28.85 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Vision insurance
Application Question(s):
- Please summarize your roll in any event planning you have done.
- Please tell us about your employee onboarding or HR experience.
- Please explain your approach to learning new software applications.
Location:
- Providence, RI 02903 (Preferred)
Ability to Commute:
- Providence, RI 02903 (Preferred)
Willingness to travel:
Work Location: Hybrid remote in Providence, RI 02903
