About Us

Vaughn is a regional commercial construction company operating throughout Texas. We are focused on building higher education, healthcare, and research buildings for commercial clients. As a sophisticated construction manager, we utilize the latest technology (including drones, laser scanners, 3D modeling, and 3D printing) to plan and build high-quality, enduring facilities. Further, we treat all employees like family in a family-like environment where our people are proud to work.

Our family is committed to safety, integrity, teamwork, excellence, and work ethic. Vaughn’s leaders link our strategic priorities and resulting work activities to our core values, and we believe this drives excellence. Vaughn aims to retain and develop individuals aligned with our core values by providing life-changing opportunities.

OUR BIG WHY: We WOW our clients and provide life-changing opportunities for our people, while delivering our projects in a family atmosphere, where our people are proud to work.

Position Overview:

The Administrative Assistant plays a key role in supporting the daily operations of the Marketing Department. This position involves close collaboration with team members to ensure the smooth execution of marketing initiatives. Responsibilities include administrative coordination, CRM data entry and maintenance, quality control of marketing materials, and the creation of reports derived from CRM insights. Occasional after-hours availability and flexibility are expected to support time-sensitive projects and deadlines.

Key Responsibilities:

Administrative Support

• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Maintain organized digital and physical filing systems.
• Support the onboarding process for new hires by preparing onboarding materials, facilitating introductions, and ensuring a smooth transition into the company culture and workflows.
• Manage invoicing processes, including the preparation, review, and submission of accurate invoices in accordance with company policies and client agreements. Ensure timely billing, resolve discrepancies, and maintain organized records for auditing and reporting purposes.
• Maintain and update Standard Operating Procedures (SOPs) to reflect current practices, ensure compliance with regulations, and support continuous improvement initiatives.
• Support cross-functional initiatives and contribute to projects outside of primary responsibilities when required.
• Perform other related duties as assigned to support departmental and organizational goals.

Proposal Support and Documentation

• Collaborate with subject matter experts to gather accurate content.
• Ensure all proposal materials meet quality standards and deadlines.
• Maintain a library of approved boilerplate responses and templates.
• Edit for grammar, tone, and compliance with client requirements.
• Support proposal teams during high-volume or quick-turnaround periods.
• Print, assemble, and distribute marketing proposals and presentation materials.
• Organize and maintain inventory of event collateral, signage, and branded items.
• Ensure timely preparation and delivery of materials for proposal deadlines, client interviews, meetings, and industry events.
• Identify opportunities for improvement and assist with ad-hoc projects or problem-solving efforts beyond standard duties.
• Perform other related duties as assigned to support departmental and organizational goals.

Document Quality Control

• Review and verify the accuracy of all written and printed documents before distribution.
• Ensure consistency in formatting, branding, and messaging across materials.
• Collaborate with team members to correct errors and maintain high standards of presentation.

Marketing Coordination

• Support the execution of marketing events, career fairs, and trade shows.
• Coordinate with vendors and suppliers for promotional materials.

Office Supplies & Resource Management

• Monitor and manage inventory of office supplies and marketing materials.
• Place orders and track deliveries to ensure availability of essential items.
• Maintain a clean and organized marketing storage area.

Flexible Support Availability

• Be available to assist the marketing team during high-priority deadlines or events, including occasional after-hours or weekend support.
• Respond promptly to urgent requests and help ensure smooth execution of time-sensitive projects.

CRM Data Entry & Maintenance

• Enter and update contact, project, personnel, and company information in the marketing CRM (Unanet/Cosential) from the Marketing portal system.
• Assist in the occasional data/information audit of CRM.
• Assist with logging employee information and lead interactions.
• Run basic reports from CRM as requested by the marketing team.
• Assist in creating infographic charts and visual summaries using CRM data.
• Flag incomplete or outdated records for review.
• Adapt to evolving responsibilities and take on additional data input tasks as needed.
• Perform other related duties as assigned to support departmental and organizational goals.

Qualifications:

• 2+ years of administrative experience, preferably in a marketing or construction environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with marketing tools (e.g., Adobe suite) is a plus.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize in a deadline-driven environment.

Preferred Attributes:

• A proactive, can-do attitude with a willingness to learn.
• Interest in marketing, branding, or construction industry trends.
• Team player who thrives in a collaborative environment.