Administrative Assistant

We are looking for an experienced Administrative Assistant to support Dr. Ana-Maria Vranceanu, the Director of CHOIR, Director in the Office of Research Careers and Associate Chief of Research This role would require providing complex administrative support and overseeing projects in support of the Dr. Vranceanu and CHOIR. Independently initiating, organizing, and implementing systems and procedures will be key responsibilities to efficiently manage the administrative processes, as well as but not limited to:

• Represent Dr.Vranceanu to high level internal and external constituents. Answer policy questions and determine appropriate course of action for sensitive issues and matters of significance that have organization-wide visibility and potential cost or organizational repercussions.
• Effectively manage and balance individual, management, and organizational needs when determining appropriate solutions to often complex problems.
• Gather information, research matters and write memos, letters, and reports utilizing independent judgment. Draft professional communications and presentations for executive audiences with clarity, consistency, and attention to detail.
• Gather data and run reports to assist with developing CHOIR annual reports. Independently manage CHOIR data tracking.
• Manage, review and revise Dr. Vranceanu's biosketch, Other Support page, letters and memos
• Plan and coordinate CHOIR internal and external events, including department meetings, retreats, trainings and celebrations. Oversee logistics, communications, expenses and post-event analysis.
• Manage and organize travel, including preparing expense reports
• Regularly use artificial intelligence tools (ChatGPT and Microsoft CoPilot) to enhance administrative productivity, generate content drafts and automate routine tasks.
• Support strategic initiatives and CHOIR projects with high attention to detail, independent follow-through, and effective cross-team coordination.

Education

• Bachelor's degree required

Experience

• 5-8 years of directly related experience in an executive office setting, preferably in an academic medical center.

Knowledge, Skills & Abilities

• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. Must be proficient in creating and formatting spreadsheets (including formulas and pivot tables), managing shared drives, and developing professional presentations.
• Demonstrated ability to independently manage data tracking and reporting tools, using Excel and Dropbox for team-wide access and collaboration.
• Experience with event coordination and logistics, including internal meetings, leadership retreats, and virtual or hybrid sessions.
• Familiarity with modern productivity tools and platforms, including Microsoft Teams, Zoom, SharePoint, and cloud-based project management systems.
• Comfort using artificial intelligence platforms (e.g., ChatGPT, Copilot) to generate professional content, streamline communication, and enhance administrative workflows.
• Excellent written and verbal communication skills, with the ability to draft clear, professional correspondence and represent leadership with discretion.
• Time Management: exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate.
• Flexibility to handle multiple tasks and deadline pressures.
• Quality Assurance: Skills to work efficiently and effectively
• Good judgement: Ability to identify issues/projects and initiate plans to address; demonstrates forthrightness and integrity.
• Discretion and Confidentiality: Ability to handle extremely sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained.
• Critical Thinking/Decision Making: Ability to innovate, think, and plan strategically, manage multiple projects simultaneously, and be committed to positive conflict resolution when challenging situations arise.
• Written Communications: Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers. Must demonstrate strong writing, formatting, and editing skills with a professional tone across emails, memos, reports, and presentation materials. Ability to use AI tools (e.g., ChatGPT or Copilot) to draft, refine, and proofread communications.
• Oral Communications: Must be able to communicate clearly, professionally, and efficiently in both virtual and in-person meetings. Comfortable interfacing with senior leadership and external stakeholders, including presenting or summarizing information.
• Knowledge: Ability to demonstrate in-depth knowledge of concepts, practices and policies with the ability to use them in complex varied situations. Must demonstrate technological fluency, including familiarity with Microsoft Office 365, cloud-based collaboration tools, and emerging technologies relevant to administrative support. Willingness to learn new platforms and tools independently is essential.
• Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members. Must take initiative in improving team processes through better organization, communication, and follow-up. Ability to maintain positive relationships while managing multiple requests and deadlines across teams.
• Customer Service: Demonstrates professionalism and a solutions-oriented mindset in high-pressure or sensitive situations. Responds to requests and emails in a timely, thoughtful, and courteous manner. Maintains composure and confidentiality when dealing with challenging interactions.

Physical Requirements
Normal working conditions