Administrative Assistant / AI Prompt Engineer

Administrative Assistant / AI Prompt Engineer

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 organized 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).