Administrative Assistant Job at Controlled Combustion Co in New York

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.

The position requires a variety of administrative and social media responsibilities. The Administrative Assistant 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 social media 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.
• Assist with the planning and execution of office social events or meetings.
• Operate office equipment, including copiers, printers, shredders, and other basic office machines.
• Create visually appealing content for social media platforms (LinkedIn, Instagram, Facebook)
• Make site visits and attend company events to capture photos and videos of work, equipment, training sessions, etc.

Benefits:

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

Schedule:

• 8-hour shift
• Monday to Friday

Experience:

• Canva: 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
• Proficient in Canva is a must; proficient in Adobe Create Cloud products is a plus.
• 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

Minimum Education and Work Experience:

• High school diploma (or equivalent) required
• Experience in social media marketing for a business preferred (not personal accounts)
• Demonstrated track record of success in providing executive administrative support
• Graphic design or photo/video editing experience a plus
• Experience in the heating, oil and gas, HVAC, or construction industries a plus