Administrative Assistant Job at Controlled Combustion Co in New York

Job 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 assist 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

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 Creative 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