Executive Assistant

Avalyn Pharma Inc.; Boston (MA); On-site; USD 85,000 - 110,000; Full time

Job summary

Avalyn Pharma Inc. is seeking a highly collaborative Executive Assistant to support our General Counsel and Head of Business Development.

You will be part of a team of Executive Assistants facilitating alignment, organization, and operational efficiency during a pivotal IPO stage. The role emphasizes discretion, cross‑functional support, calendar and travel management, and onsite presence at our South Boston office 2–3 days per week.

Qualifications

• 8+ years of executive support experience in a fast-paced environment.
• Experience supporting senior leaders, including legal functions or corporate development is a plus.
• Strong calendar management and travel logistics planning skillset.
• Demonstrated ability to handle confidential information with discretion.

Responsibilities

• Provide proactive administrative support to the General Counsel and Head of Business Development.
• Manage complex calendars and coordinate meetings across time zones.
• Prepare agendas, briefing materials, and follow-up items.
• Support expense reporting, invoicing, and admin workflows.
• Draft correspondence and coordinate meetings and events.
• Coordinate domestic and international travel and visitor logistics.
• Collaborate with other admins to ensure coverage and communication.
• Foster a collaborative, service‑oriented team environment.

Skills

Executive support

Calendar management

Travel coordination

Cross-functional collaboration

Discretion & confidentiality

Communication

MS 365 proficiency

Tools

Microsoft 365 Suite

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Zoom

Job description

Avalyn aims to transform the treatment paradigm for pulmonary fibrosis and other serious, rare respiratory diseases. The company is advancing optimized inhaled formulations of established antifibrotic medicines designed to deliver drug directly to the lungs, enhance local efficacy, and reduce systemic side effects. Avalyn’s AP01 program is an optimized inhaled formulation of pirfenidone currently being evaluated in MIST, a global Phase 2b clinical trial in patients with progressive pulmonary fibrosis (PPF). AP01 has demonstrated encouraging safety and clinical activity across Phase 1b and an ongoing, multi-year open-label extension trial, with long‑term data supporting the potential to preserve lung function while improving tolerability relative to historical oral pirfenidone. Avalyn’s AP02 program is an optimized inhaled formulation of nintedanib currently being evaluated in AURA-IPF, a global Phase 2 clinical trial in patients with idiopathic pulmonary fibrosis (IPF). Avalyn is also advancing AP03, an inhaled fixed‑dose combination of pirfenidone and nintedanib, designed to deliver multiple antifibrotic mechanisms through a single lung‑targeted platform. By leveraging its proprietary drug‑device approach and deep expertise in rare respiratory disease development, Avalyn aims to establish a new standard of care in pulmonary fibrosis through inhaled, lung‑targeted therapies. For more information, please visit avalynpharma.com and follow the company on LinkedIn.

Position Overview

Avalyn is seeking a highly collaborative, adaptable, and proactive Executive Assistant to support our General Counsel & Head of Business Development and to work as part of a team of Executive Assistants providing support to senior leaders as needed. This is an exciting opportunity to join the company during a pivotal stage following our recent IPO. The Executive Assistant will serve as a trusted business partner to the General Counsel, helping to drive alignment, organization, and operational efficiency across the legal function and broader organization. The ideal candidate thrives in a highly collaborative and team‑oriented environment and understands that success comes through partnership, flexibility, and a proactive approach to supporting business priorities.

We are specifically seeking someone who:

• Enjoys working as part of a collaborative administrative team while contributing to a positive, team‑oriented environment
• Is highly flexible and adaptable in a fast‑changing environment
• Naturally steps in to help others with a “no task too small” mindset
• Communicates proactively and professionally across all levels of the organization
• Has experience managing complex administrative processes, with the ability to support cross‑functional business functions, including legal operations
• Demonstrates exceptional discretion and sound judgment, with the ability to manage highly sensitive legal and business information while maintaining the highest level of confidentiality
• Works effectively with minimal direction, taking ownership of projects, managing timelines, and ensuring priorities are tracked and executed successfully
• Exceptional judgment, discretion, organization, and attention to detail, along with a strong service‑oriented mindset and the ability to balance multiple competing priorities with professionalism and grace
• Requires the ability and willingness to be onsite 2–3 days per week at our South Boston office, or as‑needed based on business demand

Key Responsibilities

Executive & Administrative Support:

• Serve as a trusted partner to the General Counsel by providing proactive administrative and operational support while assisting other senior leaders across the organization as needed
• Manage complex calendars and coordinate internal and external meetings across multiple time zones, demonstrating strong prioritization, organization, and attention to detail
• Prepare agendas, briefing materials, meeting logistics, and follow‑up items
• Support expense reporting, invoice processing, and administrative workflows
• Draft and manage professional correspondence and communications
• Coordinate and support live and virtual meetings, conferences, and presentations, proactively addressing logistical needs and troubleshooting issues
• Partner closely with other administrative team members to ensure seamless coordination, communication, and executive support coverage
• Foster a collaborative and supportive environment within the administrative team
• Support teammates during high‑volume periods, PTO coverage, or shifting business needs
• Share knowledge, resources, and best practices to improve team effectiveness and consistency
• Contribute positively to a culture of collaboration, flexibility, and mutual support

Travel & Logistics Coordination:

• Coordinate complex domestic and international travel arrangements, including detailed itineraries and travel materials
• Manage logistics for visitors, executive meetings, company‑wide offsites, and team events
• Troubleshoot travel or scheduling issues proactively and efficiently

Cross‑Functional Support & Culture:

• Partner cross‑functionally on internal initiatives and operational needs
• Assist with onboarding activities, culture initiatives, employee engagement efforts, and office coordination
• Support company meetings, leadership events, and team‑building activities
• Help maintain a positive, welcoming, and collaborative environment across the organization

What Success Looks Like

Successful candidates in this role:

• Build strong trust and partnerships with employees and stakeholders at all levels, both internally and externally
• Anticipate needs before they arise and proactively solve problems
• Operate with high responsiveness, professionalism, and accountability
• Maintains a calm, organized, and solutions‑oriented approach while managing competing demands in a fast‑moving environment
• Collaborate exceptionally well with other Executive Assistants
• Demonstrate flexibility and positivity when priorities shift
• Contribute meaningfully to team culture and employee experience
• Help create an environment where executives and teams can operate effectively and efficiently

Qualifications

• Minimum of 8+ years of relevant executive support experience, with the demonstrated ability to support senior leaders in a fast‑paced, highly confidential environment
• Biotechnology, Pharmaceutical, or life sciences experience preferred; experience supporting a legal function or familiarity with legal administrative processes is a plus
• Exceptional organizational and prioritization skills
• Strong verbal and written communication skills
• High emotional intelligence and relationship‑building capability
• Proven ability to manage sensitive and confidential information
• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, as well as Zoom and related business applications
• Ability to adapt quickly and thrive amid changing priorities
• Strong team orientation with a collaborative and service‑focused mindset