Administrative Assistant - Business Operations

Job Description

Job Description

ABOUT FATHOM ROBOTICS

Fathom Robotics provides operations, maintenance, training, and applied engineering services for uncrewed maritime systems supporting U.S. Government and commercial defense programs. We have multiple active projects across a variety of government and commercial clients and are actively fielding systems in operational environments.

ROLE OVERVIEW

Fathom Robotics is hiring a part-time Administrative Assistant to support our Chief Administrative Officer with the day-to-day operations that keep the business running smoothly. This role centers on calendar management, inbox and correspondence organization, filing and document management, accounting data entry, HR processes, and compliance coordination — including helping document and maintain the internal processes and SOPs the team relies on. From time to time you will also help format and organize proposal materials, but that is a periodic add-on to the role, not its focus.

LOCATION:  Remote/Hybrid (Washington, D.C. / Northern VA / MD area preferred)

WORK TYPE: Part-Time (15–20 hours/week)

CLEARANCE:  US Person Required

INTERVIEW PROCESS: This position will require an initial phone screen, an in-person interview and a potential call with our Chief Executive Officer.

A DAY IN THE LIFE

Morning: Review the Chief Administrative Officer’s calendar for the week, resolve scheduling conflicts, and confirm upcoming meetings with attendees.

Mid-morning: Triage the shared inbox — flag anything time-sensitive, draft routine replies, and file completed threads into the right folders.

Midday: Enter the week’s receipts and invoices into the accounting platform, and reconcile timesheets against the tracker.

Afternoon: Work through HR paperwork — assemble a new-hire packet, update a personnel file, or track down a signed benefits form.

Then something else comes up: Update a step in an internal SOP that’s changed, organize a shared drive folder that’s gotten messy, or help format a proposal document that’s due that week.

Across all of it: Keep the calendar, inbox, files, accounting entries, and HR paperwork organized and current, so the Chief Administrative Officer always has a reliable picture of where things stand.

PROGRAM CONDITIONS

This is a part-time, remote/hybrid role (15–20 hours/week) supporting a small, fast-moving business operations function. Candidates based in the Washington, D.C., Northern Virginia, or Maryland area are preferred for occasional in-person coordination. Workload is generally steady week to week, with occasional busier stretches around proposal deadlines or HR/finance close-out periods.

RESPONSIBILITIES

Calendar & Correspondence

• Manage and maintain the Chief Administrative Officer’s calendar, scheduling and rescheduling meetings and resolving conflicts
• Organize and triage the shared inbox — flag priority items, draft routine correspondence, and file completed threads
• Prepare materials and agendas ahead of meetings, including with the CEO and external partners
• Maintain organized digital and physical filing systems for corporate records and general correspondence
• Route documents through DocuSign, and track signature requests and filing needs

Accounting, HR, Compliance & Process Support

This role supports the Chief Administrative Officer with recurring accounting, HR, and general operations tasks — handling the organizing, tracking, and paperwork day to day.

• Accounting: enter timesheets, receipts, and invoices into the accounting/ERP platform, and help prepare reconciliation and invoice backup
• Hiring & onboarding: help coordinate recruiting logistics — posting jobs, screening applicants, scheduling interviews — then assemble offer letter and new-hire paperwork
• HR administration: maintain employee records in ADP or similar systems, and support benefits enrollment and multi-state compliance documentation
• Finance support: assist with organizing AP/AR documentation and reconciliation backup
• Compliance coordination: organize and track documentation supporting CMMC, ITAR, DCAA, and SAM.gov requirements, and help ensure recurring compliance tasks are completed on schedule
• Process support: help document, organize, and keep current the company’s internal processes and SOPs (onboarding checklists, filing conventions, compliance calendars, and similar), so procedures stay consistent and easy to follow as the team grows
• Contracts & legal support: track NDA and insurance renewals, and maintain corporate records
• ERP support: assist with data entry and upkeep of the timekeeping and accounting platform
• Provide general administrative support to the Chief Administrative Officer, including scheduling, file organization, and document preparation
• On an occasional basis, help format and organize proposal materials — cleaning up documents and presentations and maintaining templates and past performance references for reuse

Requirements

Required Qualifications:

• 2+ years of experience in an administrative, executive assistant, or office management role
• Comfortable managing calendars, scheduling, and email/inbox organization for a manager or executive
• Experience maintaining organized filing systems (digital and/or physical)
• Strong written and organizational skills, with close attention to formatting and detail
• Working proficiency with Microsoft Office (Word, Excel, PowerPoint) or equivalent tools
• Able to manage multiple deadlines independently and follow through without being chased
• Basic bookkeeping or accounting data-entry experience (timesheets, invoices, receipts), and exposure to HR administrative processes such as onboarding paperwork or personnel recordkeeping, plus comfort helping organize compliance documentation and internal process/SOP materials
• US Person status required (defense program context)
• Comfortable working in a small team supporting classified or sensitive government programs

Preferred Qualifications:

• Experience with HR/payroll platforms (e.g., Quickbooks Payroll or similar)
• Experience with accounting or ERP platforms (e.g., Unanet, Deltek, QuickBooks, or similar)
• Prior administrative or executive support experience in a defense or government contracting environment
• Experience with SAM.gov, DocuSign, or similar business operations tools
• Some exposure to government proposal formatting or compliance matrices is a plus, but not required

Benefits

This is a part-time position and is not eligible for health benefits.

COMPENSATION:  $25–$35/hour, commensurate with experience