Administrative Assistant Job at Vaughn Construction in Houston

Administrative Assistant role at Vaughn Construction

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, coordinate travel arrangements; maintain organized digital and physical filing systems; support onboarding for new hires; manage invoicing processes and ensure timely billing; update SOPs to reflect current practices; support cross-functional initiatives; perform other related duties as needed.
• Proposal Support and Documentation: Collaborate with SMEs, ensure quality and deadlines, maintain boilerplate templates, edit for grammar and client requirements, support high-volume periods, print/assemble/distribute materials, manage event collateral, and assist with ad-hoc improvements.
• Document Quality Control: Review and verify accuracy of documents; ensure consistency in formatting and branding; coordinate with team to correct errors.
• Marketing Coordination: Support marketing events, career fairs, and trade shows; coordinate with vendors for promotional materials.
• Office Supplies & Resource Management: Monitor inventory of office supplies and marketing materials; place orders and track deliveries; maintain organized marketing storage area.
• Flexible Support Availability: Assist the marketing team during high-priority deadlines or events, including occasional after-hours or weekend support; respond promptly to urgent requests.
• CRM Data Entry & Maintenance: Enter/update contact, project, personnel, and company information in the marketing CRM (Unanet/Cosential); assist with CRM audits, log employee information and lead interactions; run basic CRM reports; create infographic charts and visual summaries; flag incomplete records; adapt to evolving duties.

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.

Additional Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Construction

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