Administrative Assistant/Receptionist

Overview

At Corgan we are passionate about great design but the best thing we build is each other. Corgan is an in-office work environment. Here, you’ll find camaraderie and collaboration as abundantly as curiosity and creativity. Corgan is a welcoming and supportive in office environment that provides significant career advantages. You’ll find room to grow, freedom to explore - and the safety to fail. Thank you for your interest in joining our curious, passionate, hardworking team.

Corgan is actively recruiting a dynamic Administrative Assistant/Receptionist to join the firm as part of our San Antonio team. Tackle these responsibilities alongside a team of creative, highly motivated individuals who are passionate about their work and ready to collaborate to achieve outstanding results. Our ideal team member is passionate and progressively seeking more responsibilities to expand their expertise.

Responsibilities

• Help maintain a clean, organized, and welcoming office environment for employees, clients, visitors, and vendors
• Serve as the primary receptionist, greeting scheduled visitors, directing them to the appropriate area or person, and creating a professional experience
• Process expense statements for leaders in the studio
• Coordinate meeting logistics, including agendas, sign-in sheets, conference room reservations and setup, catering, and refreshments. Maintain conference room appearance following scheduled meetings
• Plan, coordinate, communicate, and maintain calendars for office events, team gatherings, visitor activities, and community volunteer initiatives
• Coordinate with building management for special events, loading dock access, and maintenance requests. Support related building access needs, including visitor notifications and badges for employees and new hires
• Support local onboarding coordination for new hires, helping ensure first-day logistics are prepared, and the employee feels welcomed and oriented to the team and office
• Compose and type routine correspondence, AIA contracts, meeting memos, and letters
• Transcribe memos, letters and field reports as requested
• Answer and screen telephone calls and arrange conference calls
• Coordinate business travel for staff members on the teams, including flights, car rentals, hotels and other reservations as necessary
• Prepare intra- and inter-office mail, outgoing mail and correspondence, including email, couriers, and deliveries
• Assist with team marketing efforts, including creating and/or editing presentations, printing boards, updating resumes and submitting proposals
• Assist with special projects and research as needed
• Order, receive, inventory, and restock office and pantry supplies, including beverages and related items
• Maintain the materials resource library, including scheduling vendor visits, greeting vendors, and cataloging, organizing, and maintaining library materials
• Schedule and manage Lunch-and-Learn presentations with vendors, suppliers and consultants

Qualifications

• This role is an in-office position
• Strong organizational and communication skills, with high attention to detail and a “can-do” attitude
• Ability to multitask, manage competing priorities, and adapt to changing needs
• Bachelor’s or Associate degree preferred, along with 4+ years’ experience; or an equivalent combination of education and experience
• Proficient Microsoft Office skills required
• Personable, engaging, and service-oriented, with a genuine interest in supporting people and creating a positive office experience
• Comfortable interacting regularly with employees, clients, visitors, vendors, and suppliers
• Proactive and flexible, with a willingness to step in and help with a variety of office and team needs
• Prior experience in a people-facing role is preferred
• Ability to occasionally flex schedule to support early meetings or after-hours office events, as needed

This position is designated as full-time on-site and requires the employee to be physically present at the assigned office location Monday through Friday during standard business hours. Regular, reliable on-site attendance is an essential function of this role.

Corgan creates opportunities for personal and professional growth that bring out the best in ourselves and those around us by sharpening skills, leveraging technology, and encouraging communication. Our commitment to the highest standards of professional ethics is unwavering. Our passion, drive for excellence, and abiding curiosity guide us each day in our interaction with our clients, partners, associates, and with each other. Corgan promotes a healthy work-life balance by removing obstacles and allowing you to focus on what you love doing, both inside and outside the office.

Join Corgan and help make amazing places at a place that makes you amazing!

*Only applications received through our website will be considered. For design positions, please also be sure to upload your portfolio for review of your application will be delayed.*

EOE/M/F/Disability/Vet