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).