Avila Science – Executive Assistant Job Description
September 2024
About Avila Science
Avila Science, Inc. is a NYC-based pharmaceutical technology company transforming the treatment of early pregnancy loss (EPL). EPL is incredibly common, impacting 1.3M patients annually in the United States (and almost 20M patients worldwide every year), yet current treatment options are suboptimal.
Patients are often:
- Offered expectant management (“go home; it’ll take care of itself”),
- Offered a surgical procedure (in an operating room, with anesthesia, and billed to insurance at up to $10,000),
- Rarely, given a single dose of medication that is only effective 67% of the time.
We are developing a better way. Our two-step, medically-managed solution provides a comprehensive treatment for early pregnancy loss, combining a medication combo pack with an AI-powered conversational agent to support patients through their care.
Job Title
Executive Assistant to the CEO
About the Role
As the Executive Assistant to Avila’s Founder & CEO, you will be at the heart of our operations, providing essential support that enables the CEO to focus on strategic priorities. This role requires a highly organized and proactive individual capable of balancing executive assistance with broader office management responsibilities, including contract and invoice management. You will ensure seamless operations, maintain strong communication channels, and manage key administrative functions, all while supporting the dynamic needs of the Avila team.
Location: In-person in our New York City headquarters.
Responsibilities
Executive Support
- Provide comprehensive operational support to the CEO, including scheduling meetings, preparing agendas, drafting follow-up communications, and managing a complex calendar.
- Draft, review, and manage email correspondence with discretion and professionalism.
- Coordinate logistics for company-wide meetings and events, ensuring effective virtual participation across time zones.
- Conduct research, compile reports, and assist in preparing presentations and documentation for executive meetings.
- Coordinate across office vendors (IT, etc.) and occasionally research and identify new potential vendors based on company needs.
- Provide support for special projects, from conception to completion, as directed by the CEO.
Contract and Invoice Management
- Oversee contract management, including drafting, reviewing, and maintaining records of all company contracts, NDAs, and vendor agreements.
- Collaborate with legal and procurement teams to ensure contracts are executed accurately and on time.
- Manage the invoice process in partnership with the finance lead, including tracking, approval, and payment coordination with the finance team.
- Regularly review and reconcile invoices against contracts to ensure accuracy and compliance with terms.
Office Management
- Oversee day-to-day office operations, ensuring a well-organized, efficient, and stocked workplace.
- Manage relationships with vendors, service providers, and building management.
- Develop and implement office policies and procedures to enhance operational efficiency.
- Serve as the point of contact for building management, service providers, and vendors, ensuring strong working relationships.
Qualifications
Mandatory
- 2+ years of experience supporting senior leadership or C-suite executives.
- Exceptional organizational and time management skills with a keen eye for detail.
- Excellent communication skills (both verbal and written) and interpersonal skills, with the ability to engage effectively with diverse stakeholders.
- High degree of discretion and judgment in handling sensitive information.
- Proficient in using a Mac, iWork, Google Suite, and standard office applications.
- Availability to work in-office 3-4 days per week in New York City.
Preferred
- Bachelor’s degree is preferred.
Compensation
- Salary: $80,000 – $115,000, commensurate with experience.
- Additional Benefits: Bonus structure, equity package, Medical, Dental, Vision, and other benefits included.
- 401k: 4% match.
Equal Opportunity Employer
Avila is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.