Senior Executive Assistant New Boston, Massachusetts - Hybrid

Avalyn Pharma; Boston (MA); Hybrid; USD 106,000 - 140,000; Full time

Job summary

A leading biotechnology company is seeking a Senior Executive Assistant to support its CEO and executive team. This crucial role involves meticulous calendar management, travel logistics, and acting as a liaison with stakeholders. The ideal candidate will have extensive experience supporting executives, particularly in a fast-paced biotech environment, with a focus on discretion and organization.

Qualifications

• Minimum 10 years supporting C-Suite executives, ideally a CEO.
• Biotechnology industry experience required.
• Exceptional prioritization and calendar management skills.

Responsibilities

• Manage the CEO’s calendar with precision and adapt quickly to urgent needs.
• Arrange complex travel and logistics for executives.
• Coordinate board meetings and maintain high-level confidential communications.

Skills

Calendar Management

Communication Skills

Multitasking

Organizational Skills

Discretion

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office Suite

Zoom

Teams

Adobe Pro

Job description

Avalyn Pharma is developing innovative, targeted inhaled therapies for rare respiratory diseases, including idiopathic pulmonary fibrosis (IPF) and progressive pulmonary fibrosis (PPF). Avalyn completed an oversubscribed $175M Series C financing in September 2023 to advance our clinical-stage pulmonary fibrosis portfolio consisting of inhaled pirfenidone (AP01), inhaled nintedanib (AP02), and a fixed-dose combination of both (AP03). Currently, treatment for IPF and PPF includes oral antifibrotics, pirfenidone and nintedanib. Due to side effects, 30-50% of patients cannot tolerate these medications. Avalyn has developed inhaled formulations for these FDA-approved antifibrotics. AP01 has now been studied in over 150 patients with various forms of pulmonary fibrosis, over at least 48 weeks and some out to 4 years and is phase 2b ready. PK studies show that AP01 reaches thirty-five times the concentration in the lung with 1/15th of the systemic concentration compared to historic oral pirfenidone. AP01 has demonstrated efficacy, with a high dose achieving near stabilization of lung function and is well tolerated with fewer systemic adverse events vs. historic oral pirfenidone. We have also completed our a phase 1a study of AP02, an inhaled formulation of nintedanib, with phase 1b & 2 plans being developed. Phase 1a positive topline results were announced in March 2023, and AP02 was demonstrated to be safe and well tolerated in normal volunteers & IPF patients.

Position Overview:

The Senior Executive Assistant is responsible for providing dedicated, high-touch support to the Company’s CEO and other executive level employees assigned. Reporting directly into the CEO, this is a critical role, ensuring the CEO’s schedule, communication, and logistics are management with precision, speed, and discretion. The ideal candidate will bring a high level of professionalism, responsiveness, and adaptability – able to pivot at a moment’s notice to keep everything running smoothly. This role will work in close partnership with the CEO, acting as an extension of their office. This includes heavy calendar and time management, travel and meeting coordination, executive communication, and serving as a liaison to the board and internal stakeholders. You must have a laser-sharp eye for detail, excellent judgment, and thrive in a fast-paced, high-stakes environment.

This position requires exceptional multitasking abilities, strong communication skills, and a proactive approach to managing various administrative tasks. The successful candidate will be a key contributor to maintaining a positive and productive work atmosphere while supporting the company's mission to advance scientific innovation.

Key Responsibilities:

Executive & Calendar Support:

• Own and manage the CEO’s calendar with exceptional attention to detail and priority, including proactive schedule, real-time updates, and strategic time management.
• Anticipate needs and adapt quickly – this role requires flexibility and availability to support urgent or last-minute needs.
• Prepare briefing materials, agendas, and follow-ups for key meetings.
• Draft and manage correspondence with the highest degree of professionalism.

Travel and Logistics:

• Arrange complex travel itineraries, accommodations, and transportation for the CEO, Executives and visiting guests.
• Prepare comprehensive itineraries and handle all associated documentation, and timely execution of expense reports.

Board & Executive Coordination

• Serve as the main point of contact for the Board of Directors and their Executive Assistants.
• Coordinate board meetings, calls, travel, materials, and related logistics with complete discretion.
• Maintain high-level, confidential communications and documents.

Internal Operations & Special Projects

• Partner cross-functionally to assist with internal initiatives, special projects, and team events
• Collaborate with HR onboarding, culture, and engagement activities.
• Provide occasional backup support to the broader executive assistant team as needed. Maintain an organized filing system for documents, records, and reports, ensuring easy accessibility and retrieval, all with the highest regard for confidentiality and the utmost discretion and professionalism
• Proficiently manage Zoom, MicroSoft Office Suite Teams and other video conferencing software to set up and troubleshoot virtual meetings, conferences, and presentations.

The ideal candidate for this role will have:

• Bachelor’s degree or equivalent experience preferred
• Minimum 10 years of experience supporting C-Suite executives; experience directly supporting a CEO is highly preferred.
• Work experience in the biotechnology industry required
• Exceptional calendar management and prioritization skills – accuracy and timeliness are non-negotiable
• High level knowledge of Microsoft Office Suite, Zoom, Teams, and Adobe Pro software
• Strong organizational, time management and prioritization skills including the ability to:
• Multi-task and maintain focus on several different projects at one time and meet deadlines.
• Be flexible with attention and priority.
• Work in a progressive, fast-paced environment.
• Work amongst multiple interruptions and competing demands
• Work effectively in multiple time zones
• Strong written and oral communication skills with external and internal personnel to include:
• Act as an active listener, articulate clearly and confidently.
• Use business management and people relationship skills to make decisions on what and when to communicate with others. High degree of discretion dealing with confidential information
• Facilitate positive, timely and appropriate communication.
• Ability to learn applications quickly, adapt, and be open to changes.
• Boston, MA based employee with flexibility for hybrid work environment

Proposed pay range

$106,000 - $140,000 USD

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