At Sophic, the most important part of what we do is fulfilling the needs of people. This includes our employees, partners, clients, and client’s clients. We take great pride in delivering an exceptional client experience and creating an environment where everyone feels that they are a valued member of the Sophic family no matter the role. We are a non-traditional Human Factors Consulting firm focusing on the Business of Human-Centered Design in addition to the design and development of products, services, and environments. We are a fast-growing company that offers an opportunity for motivated individuals to have more control over their career paths and gain valuable experience in many industries.

Your responsibilities will include supporting and scheduling appointments for our CEO, COO, and Directors, planning meetings, writing correspondence, and organizing files. The ideal candidate is highly organized, with excellent written and verbal communication skills and a professional and friendly demeanor. You will support leadership, embody our values, and deliver on our promise to all our clients and employees, current and future, specifically to help them Build a Better Business by Design™.

Primary responsibilities of this role include:

• Provides direct support to Chief Executive Officer, Chief Operating Officer and Directors. This could include administrative support for general business operations, personnel, and financial analysts.
• Manage office operations and select business activities, which could include client-related communications, employee coordination, and vendor-related activities.
• Performs administrative duties associated with scheduling and coordinating meetings and planning events. This includes setting agendas and capturing outcomes from the meeting and actions.
• Supports travel and logistics coordination related to executive and employee travel. Maintains cost data associated with travel events. Ensures those on travel have Sophic support for the entirety of the travel time.
• Assists with obtaining quotes for new services, insurance packages for company equipment, vehicle coverage, etc., including preliminary analysis to support recommendations and decisions made by leadership.
• Manages incoming mail and shipping requirements for the company
• Prepares reports, memos, letters, and other documents.
• Conducts research, compiles and prepares data for consideration and presentation to executives.

• Performs general office duties, such as ordering supplies, maintaining records management database systems
• Manages property and asset inventory
• Prepares agendas and makes arrangements, such as coordinating catering for luncheons and other meetings.
• Identifies opportunities for operational efficiencies and business success.
• Schedules and prioritizes workload by setting appropriate deadlines.
• Manages and maintains executives’ schedules.

Qualifications

• Associate or bachelor’s degree preferred
• 3+ years of experience as an Administrative Assistant or similar position required
• Familiarity with standard office equipment such as computers, printers, and docking stations required
• Excellent computer skills and knowledge of Microsoft Word, Excel, Outlook, and PowerPoint required
• Knowledge of Teams, SharePoint, and Smartsheet preferred
• Highly organized with excellent time management skills and ability to prioritize projects
• Excellent oral and written communication skills