Administrative Assistant - Business Operations

About The Company Fathom Robotics is a leading provider of operations, maintenance, training, and applied engineering services for uncrewed maritime systems. Serving both U.S. Government and commercial defense programs, the company is dedicated to advancing maritime autonomous capabilities through innovative solutions and reliable support. With multiple active projects across various government and commercial clients, Fathom Robotics is at the forefront of deploying systems in operational environments, ensuring mission success and technological excellence. About The Role Fathom Robotics is seeking a dedicated and detail-oriented part-time Administrative Assistant to support our Chief Administrative Officer. This role is vital in ensuring the smooth daily operations of the organization by managing calendars, correspondence, filing systems, and supporting accounting, HR, and compliance activities. The Administrative Assistant will play a key role in maintaining organizational efficiency, assisting with document formatting, proposal organization, and process documentation. The position offers flexibility with a remote/hybrid work arrangement, ideally located in the Washington, D.C., Northern Virginia, or Maryland area for occasional in-person coordination. Qualifications Minimum of 2+ years of experience in administrative, executive assistant, or office management rolesProficiency in managing calendars, scheduling, and email organization for executivesExperience maintaining organized digital and physical filing systemsStrong written communication and organizational skills with keen attention to detailWorking knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) or equivalent toolsAbility to manage multiple deadlines independently and follow through effectivelyBasic bookkeeping or accounting data-entry experience (e.g., timesheets, invoices, receipts)Experience with HR administrative processes including onboarding and personnel recordkeepingComfort with organizing compliance documentation and internal SOP materialsUS Person status is required due to defense program contextAbility to work effectively within a small team supporting classified or sensitive government programs Responsibilities Manage and maintain the Chief Administrative Officer’s calendar, including scheduling, rescheduling, and conflict resolutionOrganize and triage the shared inbox, flag priority items, draft routine responses, and file correspondence appropriatelyPrepare meeting materials, agendas, and coordinate with internal and external stakeholdersMaintain organized digital and physical filing systems for corporate records and correspondenceRoute documents through DocuSign, track signature requests, and manage filing needsSupport accounting tasks such as entering timesheets, receipts, and invoices; assist with reconciliationCoordinate recruiting logistics including job postings, applicant screening, and interview schedulingAssist with onboarding processes and maintain employee records within HR systems like ADPSupport benefits enrollment and ensure compliance with multi-state requirementsOrganize and track documentation supporting compliance with CMMC, ITAR, DCAA, and SAM.govHelp document, organize, and update internal processes and SOPs to ensure consistency and clarityTrack NDA and insurance renewals, and maintain corporate legal recordsAssist with data entry and upkeep within ERP and timekeeping platformsProvide general administrative support, including document preparation and proposal formatting when needed Benefits Flexible remote/hybrid work arrangementCompetitive hourly compensation ranging from $25 to $35 per hour, commensurate with experienceOpportunity to support innovative defense and government projectsCollaborative team environment supporting small, dynamic operations Equal Opportunity Fathom Robotics is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability, or veteran status.