Sr. Administrative Assistant / Executive Assistant

About Avalyn

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 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.

Key Responsibilities

Executive & Administrative Support:

• 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.

Collaboration & Team Partnership:

• 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

Travel & Logistics Coordination:

• 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

Cross-Functional Support & Culture:

• 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

What Success Looks Like

Successful candidates in this role:

• Build strong trust and partnership with executives and peers
• Operate with high responsiveness, professionalism, and accountability
• Bring calm organization to fast-moving situations
• Collaborate exceptionally well with other Executive Assistants
• Demonstrate flexibility and positivity when priorities shift
• Contribute meaningfully to team culture and employee experience
• Anticipate needs before they arise and proactively solve problems
• Help create an environment where executives and teams can operate effectively and efficiently

Qualifications

• 7+ years of executive support or senior administrative experience
• Biotechnology, life sciences, or healthcare industry experience preferred
• 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