Overview
Administrative Assistant Jobs in Bronx, NY at C.C. Controlled Combustion Co. Inc.
Title: Administrative Assistant
Company: C.C. Controlled Combustion Co. Inc.
Location: Bronx, NY
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.
