Administrative Assistant
2 days ago
New York
Job DescriptionDescription: 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, • 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.