Administrative Assistant / AI Prompt Engineer

Description:

Controlled Combustion is the leading heating contractor in NYC. We serve a variety of industries, including luxury apartments, hospitals, universities, and more. With over 150 employees, our team is as diverse as the services we offer. We’re looking for a creative Administrative Assistant / AI Prompt Engineer.

The position requires a variety of administrative and social media responsibilities. The Administrative Assistant / AI Prompt Engineer. will work closely with the Vice President and assisting with day-to-day administrative support. The successful candidate will have a demonstrated track record of success in administrative work with some IT and AI experience; will have outstanding communication and organization skills; and have the ability to work autonomously in a fast-paced environment.

Please note that this position is strictly in-office with occasional field work. Hybrid or remote is not available for this position. Employee will be expected to commute to our Bronx office on a daily basis.

Responsibilities

- Respond to and screen calls, e-mails, and requests of Vice President.

- Maintain organised files, both physical and digital.

- Data entry and record maintenance; ensure accurate and up-to-date information in databases and spreadsheets.

- Coordinate meetings, appointments, and travel arrangements for staff.

- Prepare documents and reports; assist with the creation of presentations, memos, and other business documents.

- Assist with special projects, providing support for various tasks as needed by the office or specific departments.

- Use AI tools (e.g., ChatGPT or similar) to draft emails, summaries, reports, presentations, and documentation.

- Design, test, and refine prompts to improve the quality and consistency of AI-generated outputs.

- Create and maintain a prompt library (for recurring tasks like email templates, report formats, SOPs, etc.).

- Build simple AI-assisted workflows for repetitive tasks (data entry, text cleanup, document formatting, research summaries).

- Help team members learn to use AI tools effectively through short guides, examples, and 1:1 support.

- Ensure AI usage follows company guidelines for privacy, security, and confidentiality.

Benefits:

- 401(k)

- Dental insurance

- Health insurance

- Health savings account

- Paid time off

- Vision insurance

Schedule:

- 8-hour shift

- Monday to Friday

Experience:

- ChatGPT or Similar: 1 year (Preferred)

- Adobe: 1 year (Preferred)

- Microsoft Office: 1 year (Preferred)

Shift availability:

- Day Shift (Required)

Ability to Commute:

- Bronx, NY 10458 (Required)

Work Location: In person

Requirements:

Qualifications / Skills:

- Sound planning and organizational abilities

- Proactive with ability to self-manage and work autonomously.

- Ability to manage multiple projects and tasks simultaneously with different deadlines.

- Dependable, punctual, detail-oriented, independent problem solver with excellent follow-up skills

- Comfortable learning and using AI tools (e.g., ChatGPT, Claude, Gemini, or Copilot) for day-to-day work.

- Proficient computer skills, including MS Office, Excel, PowerPoint, Outlook, virtual meeting platforms

- Strong desire to learn a new industry and new concepts

- Ability to successfully navigate scheduling and analytical tools

- Effective written and verbal communication

- Punctual, organized, self-motivated, detail-oriented, and flexible

- Maintain a level of professionalism even in a relaxed environment

- Ability to handle sensitive information with discretion and professionalism.

Minimum Education and Work Experience:

- High school diploma (or equivalent) required

- Background in IT preferred

- Demonstrated track record of success in providing executive administrative support

- Experience in the heating, oil and gas, HVAC, or construction industries a plus

- Experience using AI tools to support work (drafting content, summarizing documents, creating ideas, etc.).

- Basic understanding of prompt engineering concepts (e.g., giving instructions, role prompting, using examples, iterating on results).

- Familiarity with no-code or low-code tools (Zapier, Make, Airtable, Notion, etc.) is a plus.

- Exposure to data handling and basic analysis (spreadsheets, dashboards, simple reporting).