Administrative Assistant - Business Operations

Fathom Robotics•National Harbor, MD

2h•$25 - $35•Hybrid

About The Position

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. 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.

Requirements

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

Nice To Haves

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

Responsibilities

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
Enter timesheets, receipts, and invoices into the accounting/ERP platform, and help prepare reconciliation and invoice backup
Help coordinate recruiting logistics — posting jobs, screening applicants, scheduling interviews — then assemble offer letter and new-hire paperwork
Maintain employee records in ADP or similar systems, and support benefits enrollment and multi-state compliance documentation
Assist with organizing AP/AR documentation and reconciliation backup
Organize and track documentation supporting CMMC, ITAR, DCAA, and SAM.gov requirements, and help ensure recurring compliance tasks are completed on schedule
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
Track NDA and insurance renewals, and maintain corporate records
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