Executive Assistant to the Co-Founders
About The Position
The Executive Assistant to the Co-Founders plays a critical role in maximizing the effectiveness of Fathom’s leadership team by managing time, logistics, and administrative workflows with precision and discretion. This role serves as the central point of coordination for two co-founders scheduling and administrative needs, working closely with the Operations team to ensure seamless execution of logistics and organizational priorities. In doing so, the Executive Assistant protects leadership time and helps ensure that key initiatives move forward efficiently. Success in this role means creating clarity out of complexity—anticipating needs, managing shifting priorities, and ensuring nothing falls through the cracks. The Executive Assistant must be highly organized, detail-oriented, and comfortable working in a fast-moving environment where responsiveness and sound judgment are essential.
Requirements
- 5-7+ years of experience supporting senior executives, founders, or leadership teams.
- Demonstrated experience managing complex calendars and scheduling workflows.
- Strong organizational skills with the ability to manage multiple priorities simultaneously.
- Experience coordinating travel and administrative workflows.
- Exceptional attention to detail and follow-through.
- Ability to maintain confidentiality and exercise sound judgment.
Nice To Haves
- Experience supporting leadership in a nonprofit, policy, or startup environment.
- Familiarity with CRM or scheduling tools (e.g., Attio, Google Workspace, Slack).
- Experience supporting hiring coordination or project logistics.
- Experience building or documenting internal processes and workflows.
Responsibilities
- Own end-to-end scheduling for multiple co-founders, including managing complex calendars and prioritizing competing demands.
- Serve as the central routing point for internal and external meeting requests.
- Coordinate logistics across stakeholders, ensuring meetings are properly prepared and supported.
- Maintain visibility across co-founder calendars to optimize time use and prevent conflicts.
- Support scheduling for travel, conferences, and external engagements.
- Complete administrative requests on behalf of co-founders with speed and accuracy.
- Draft, send, and follow up on communications as directed.
- Manage inbox support and coordination tasks, ensuring timely responses and completion of requests.
- Book meeting rooms, coordinate logistics, and maintain documentation where needed.
- Maintain accurate records and update systems (e.g., CRM updates, contact tracking, and internal tools).
- Coordinate domestic and international travel– including flights, lodging, and itineraries.
- Track receipts and support credit card reconciliation processes.
- Submit reimbursements and maintain organized documentation of expenses.
- Ensure travel logistics align with organizational policies and timelines.
- Support special initiatives led by the Chief of Staff and leadership team.
- Coordinate logistics for interviews, workshops, or major organizational initiatives.
- Assist in developing standard operating procedures (SOPs) and improving workflow systems.
- Provide logistical support for major events, travel delegations, or organizational milestones.
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What This Job Offers
Career Level
Executive
Education Level
No Education Listed
