Administrative Assistant

Description:

Controlled Combustion is the leading heating contractor in NYC. We serve a variety of industries, including luxury apartments, hospitals, universities, commercial properties, and more. With over 150 employees, our team is as diverse as the services we offer.

We are looking for a creative, organized, and tech-savvy Administrative Assistant to join our team. This role combines executive administrative support, social media content creation, and the use of AI tools to improve day-to-day office workflows.

The successful candidate will work closely with the Vice President, providing daily administrative support while also assisting with marketing content, company event coverage, and AI-assisted documentation and process improvement. The ideal candidate is dependable, detail-oriented, comfortable learning new technology, and able to work independently in a fast-paced environment.

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

Responsibilities

Administrative Support

- Respond to and screen calls, emails, and requests for the Vice President.

- Maintain organized files, both physical and digital.

- Perform data entry and record maintenance, ensuring accurate and up-to-date information in databases and spreadsheets.

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

- Prepare documents and reports, including presentations, memos, and other business materials.

- Assist with special projects and provide support for various office or departmental tasks as needed.

- Assist with the planning and execution of office social events, meetings, and company functions.

- Operate basic office equipment, including copiers, printers, shredders, and related office machines.

- Handle sensitive information with discretion and professionalism.

Social Media & Content Creation

- Create visually appealing content for company social media platforms, including LinkedIn, Instagram, and Facebook.

- Make occasional site visits and attend company events to capture photos and videos of work, equipment, training sessions, company culture, and project highlights.

- Assist with basic photo and video editing for social media and internal communications.

- Help maintain a consistent and professional brand image across company content.

- Support the development of social media posts, captions, graphics, and other marketing materials.

AI Tools & Workflow Support

- Use AI tools such as ChatGPT, Claude, Gemini, Copilot, or similar platforms to draft emails, summaries, reports, presentations, documentation, and internal guides.

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

- Create and maintain a prompt library for recurring tasks such as email templates, report formats, standard operating procedures, summaries, and documentation.

- Build simple AI-assisted workflows for repetitive tasks such as data entry, text cleanup, document formatting, and research summaries.

- Help team members use AI tools effectively by creating short guides, examples, and providing basic one-on-one support.

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

Preferred Experience

- ChatGPT or similar AI tools: 1 year preferred.

- Canva: 1 year preferred.

- Adobe Creative Cloud or Adobe design tools: 1 year preferred.

- Microsoft Office: 1 year preferred.

- Business social media content creation: 1 year preferred.

Benefits

- 401(k)

- Dental insurance

- Health insurance

- Health savings account

- Paid time off

- Vision insurance

Ability to Commute

- Bronx, NY 10458: Required

Work Location

- In person only

- Occasional field work required

Requirements:

Qualifications / Skills

- Strong planning and organizational abilities.

- Proactive, self-motivated, and able to work independently.

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

- Dependable, punctual, detail-oriented, and an independent problem solver.

- Excellent follow-up skills.

- Effective written and verbal communication skills.

- Comfortable learning and using AI tools such as ChatGPT, Claude, Gemini, Copilot, or similar platforms.

- Proficient computer skills, including Microsoft Office, Excel, PowerPoint, Outlook, and virtual meeting platforms.

- Proficiency in Canva is strongly preferred.

- Experience with Adobe Creative Cloud products is a plus.

- Ability to create professional visual content for business social media accounts.

- Strong desire to learn a new industry and new concepts.

- Ability to successfully navigate scheduling, administrative, and analytical tools.

- Flexible and professional, even in a relaxed work environment.

- Ability to handle sensitive information with discretion and professionalism.

Minimum Education and Work Experience

- High school diploma or equivalent required.

- Demonstrated success in providing administrative or executive administrative support preferred.

- Experience in social media marketing for a business preferred. Personal social media experience alone is not sufficient.

- Experience using AI tools such as ChatGPT or similar platforms preferred.

- Familiarity with coding languages such as Python, JavaScript, or similar, especially for automation or workflow improvement, is a plus.

- Graphic design, photo editing, or video editing experience is a plus.

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