Administrative Assistant at Controlled Combustion

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

24 Jul, 26

Salary

60000.0

Posted On

25 Apr, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative support, Social media content creation, AI tools, Data entry, Microsoft Office, Canva, Adobe Creative Cloud, Communication skills, Organizational skills, Time management, Problem solving, Event planning, Record maintenance, Prompt engineering, Video editing, Photo editing

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, 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.

Responsibilities

The Administrative Assistant provides executive support to the Vice President while managing office workflows and documentation. Additionally, the role involves creating social media content and implementing AI-assisted processes to improve operational efficiency.