Sr. Administrative Assistant / Executive Assistant

Avalyn Pharma•Boston, MA

16h•Hybrid

About The Position

Avalyn is seeking a highly collaborative, adaptable, and proactive Sr. Administrative Assistant / Executive Assistant to support members of our executive and leadership team during an exciting period of growth and evolution following our recent IPO. This role is far more than traditional administrative support. It is a critical partnership role that helps create alignment, organization, communication, and operational efficiency across the executive team and broader organization. The ideal candidate thrives in a highly team-oriented environment and understands that success comes from partnership, flexibility, and a willingness to jump in wherever needed. This individual will work closely with other administrative team members and cross-functional partners to ensure seamless support coverage, coordinated communication, and an exceptional employee and leadership experience. We are specifically seeking someone who: Enjoys working as part of a collaborative administrative team Is highly flexible and adaptable in a fast-changing environment Naturally steps in to help others without hesitation Operates with a “no task too small” mindset Communicates proactively and professionally Can pivot quickly while maintaining a calm, positive presence Builds strong relationships across all levels of the organization This role requires 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. This position will require onsite presence 2–3 days per week, or as needed based on organizational activities. The Senior Administrative Assistant / Executive Assistant will play an important role in helping foster Avalyn’s collaborative, respectful, and high-performing culture.

Requirements

7+ years of executive support or senior administrative experience
Experience supporting senior executives in a fast-paced environment
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 in Microsoft Office Suite, Zoom, Teams, and related business tools
Ability to adapt quickly and thrive amid changing priorities
Strong team orientation with a collaborative and service-focused mindset

Nice To Haves

Biotechnology, life sciences, or healthcare industry experience preferred

Responsibilities

Provide proactive administrative and operational support to executive leaders (C-Suite)
Manage complex calendars with strong prioritization and attention to detail
Coordinate internal and external meetings across multiple time zones
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
Handle highly confidential information with discretion and sound judgment
Extend similar administrative support to senior members of the Legal and G&A teams as needed and as priorities allow.
Proficiently manage Zoom, Microsoft Office Suite Teams and other video conferencing software to set up and troubleshoot virtual meetings, conferences, and presentations.
Partner closely with other administrative team members to ensure seamless coordination, communication, and executive support coverage
Foster a strong collaborative environment among the EA and administrative support team
Step in to 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
Coordinate complex domestic and international travel arrangements
Prepare detailed itineraries and travel materials
Manage logistics for visitors, executive meetings, offsites, and team events
Troubleshoot travel or scheduling issues proactively and efficiently
Partner cross-functionally with HR, Finance, Legal, Commercial, and other teams 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