Controlled Combustion is seeking an Administrative Assistant / AI Prompt Engineer to provide administrative support to the Vice President and leverage AI tools to improve efficiency in drafting communications, reports, and workflows.
Requirements
- 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
- Basic understanding of prompt engineering concepts (e.g., giving instructions, role prompting, using examples, iterating on results).
- Experience using AI tools to support work (drafting content, summarizing documents, creating ideas, etc.).
- 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).
- ChatGPT or Similar: 1 year (Preferred)
Responsibilities
- 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.
Other
- 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.
- 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
- 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)
- Demonstrated track record of success in providing executive administrative support
- Experience in the heating, oil and gas, HVAC, or construction industries a plus
- Employee will be expected to commute to our Bronx office on a daily basis.
- This position is strictly in-office with occasional field work. Hybrid or remote is not available for this position.
