Administrative Assistant / AI Prompt Engineer at Controlled Combustion

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

14 May, 26

Salary

55000.0

Posted On

13 Feb, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, AI Prompt Engineering, Social Media, Communication, Organization, Data Entry, Record Maintenance, Scheduling, Report Preparation, AI Tool Usage, Prompt Design, Prompt Library Creation, Workflow Automation, MS Office Proficiency, Detail-Oriented, Problem Solving

Industry

Oil and Gas

Description

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).

Responsibilities

The role involves providing comprehensive administrative support to the Vice President, including screening communications, managing files, coordinating logistics, and preparing documents. A significant part of the job includes leveraging AI tools like ChatGPT to draft content, refine prompts, build prompt libraries, and assist team members with AI adoption while ensuring compliance.