Critchfield Mechanical of Southern California (www.cmihvac.com) has engaged AspenBeach Consulting Ltd to search for a full-time Administrative & Document Standards (ADS) Assistant to support their team with day-to-day operations and printed material quality assurance. This role is ideal for someone who is rabid about detail, visualizes and then designs persuasive flyers, proposals and presentations, thrives in a fast-paced environment, enjoys wearing multiple hats, capable of working independently and making sound judgments, and is ready to make an immediate impact.

About the Role:

While this is an administrative post (not a graphic design position), the successful candidate will be someone who can jump right in, taking on responsibilities from day one, while learning the particulars of the company. The position will help elevate proposals, presentations, and marketing materials. The ADS Assistant will be the ruler of document versions and ensure that each is consistent in content, style, and design according to CMISC standards. Your creativity will enhance the brand awareness of Critchfield Mechanical of Southern California and contribute to proposals and presentations that win business and secure the future.

Key Responsibilities:

• Update and improve proposals and marketing collateral
• Design and edit materials using Canva (preferred) or similar tools
• Maintain internal templates, records, and document libraries
• Assist event planning and lifecycles by organizing schedules, enforcing vendor standards, and perform onsite execution to deliver seamless, professional events
• Arranges all office travel reservations, itineraries, and expense reporting, providing real-time troubleshooting and schedule adjustments for traveling executives and staff.
• Format and standardize proposal templates to ensure consistent branding, including fonts, logo placement, and visual hierarchy
• Collaborate with leadership and project teams to meet deadlines
• Contribute creative ideas to enhance visual and written communications
• Provide general administrative support: scheduling, document prep, and communication coordination. This position reports to the Director of Administration

Qualifications:

• 3+ years in an administrative, marketing, or communications role
• Able to work full-time in our Huntington Beach office and be flexible when needed to meet business deadlines
• Strong organizational skills and attention to detail
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Experience with Canva or other design software
• Excellent written and verbal communication skills
• Ability to manage multiple projects and work independently

Benefits:

• Company-supported group Health, Dental, Vision, Life & Disability Insurance and FSA accounts
• Paid time off and holidays
• 401(k) retirement plan with company match
• Professional development opportunities
• Supportive and collaborative team environment

If you are ready to bring your creativity and organizational skills to a team that values both, we encourage you to apply today!

Send your resume to: Nancy@AspenBeachltd.com. No outside recruiters, please.

Job Type: Full-time

Pay: $65,000.00 - $72,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person