Administrative Assistant​/AI Prompt Engineer

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
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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 assist 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.

• 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.

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

• 8-hour shift
• Monday to Friday

• ChatGPT or Similar: 1 year (Preferred)
• Adobe: 1 year (Preferred)
• Microsoft Office: 1 year (Preferred)

• Day Shift (Required)

• Bronx, NY 10458 (Required)

Work Location: In person

• 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.

• 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).