Administrative Assistant

Controlled Combustion•New York, NY

16h•Onsite

About The Position

Controlled Combustion is seeking a creative, organized, and tech-savvy Administrative Assistant to join their team in NYC. This role involves executive administrative support, social media content creation, and the utilization of AI tools to enhance daily office workflows. The successful candidate will work closely with the Vice President, providing administrative support, assisting with marketing content, covering company events, and using AI for documentation and process improvement. The ideal candidate is dependable, detail-oriented, comfortable with new technology, and can work independently in a fast-paced environment. This position is strictly in-office with occasional field work, requiring daily commute to the Bronx office. Hybrid or remote work is not an option.

Requirements

High school diploma or equivalent required.
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.
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.

Nice To Haves

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.
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.
Proficiency in Canva is strongly preferred.
Experience with Adobe Creative Cloud products is a plus.

Responsibilities

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.
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.
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.