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.