Administrative Assistant

Position Overview

The MGH Center for Health Outcomes and Interdisciplinary Research (CHOIR) within the Department of Psychiatry is seeking an Administrative Assistant to provide administrative support to the Director of CHOIR, Dr. Ana-Maria Vranceanu. CHOIR is an interdisciplinary clinical research center with a longstanding commitment to the development, testing and implementation of mind‑body and lifestyle interventions for patients, caregivers, and patient‑caregiver dyads in both hospital and community settings across the lifespan.

CHOIR is an established center with multiple NIH funded clinical trials, an internship in Clinical Psychology, a T32 postdoctoral fellowship, and a Resource Center for Minority Aging Research.

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 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.

• Bachelor’s degree required

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

• 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…