Executive Operations and Office Manager

Executive Operations and Office Experience Manager

At Fathom, the difference between good and great often comes down to the connective tissue — the person who brings together people, processes, and spaces so everything (and everyone) works in concert. We’re seeking a highly organized, proactive professional to serve as a central hub of office operations and employee and guest experience.

In this role, you’ll coordinate our office environment, support the team with light administrative needs, manage our usability lab and event rental space to deliver an exceptional client experience, and foster a vibrant workplace culture through office events, celebrations, rituals, and employee onboarding.

This role is designed for someone who thrives on variety, keeps many moving parts in balance, and elevates the experience of colleagues, clients, and guests. You will serve as the connective tissue for our team, focusing on four core areas:

• Lead a warm, professional front-of-house presence that reflects Fathom’s brand and values.
• Own the overall office experience: hospitality, facilities coordination, vendor relationships, and simple, repeatable systems that keep operations running smoothly.
• Maintain and organize office resources, supplies, and equipment, ensuring readiness for daily operations, client workshops, and special events.
• Create clear checklists, templates, and SOPs that drive efficiency, consistency, and effectiveness.
• Apply creative problem-solving and resourcefulness to find novel solutions on a budget.

• Manage the calendar of the CEO, arranging meetings and helping to ensure efficient scheduling and time management.
• Communicate in a timely, clear manner with external clients, partners, and Fathom colleagues as requested by the CEO.
• Support the Controller with select operational and financial processes (e.g., sales and use tax reporting, credit card reconciliation).
• Provide light administrative support to consultants for key meetings and events, including scheduling, document preparation, and basic logistical coordination.

• Define and maintain policies, booking processes, and hosting protocols for our on-site usability lab and rentable office space.
• Manage the usability lab and event rental space, ensuring seamless client and guest experiences from booking through execution.
• Orchestrate logistics end-to-end — including building access, way finding, A/V readiness, and hospitality — so research sessions, workshops, and events run effortlessly.
• Track usage, quality, and costs; recommend improvements that enhance client satisfaction and drive space utilization.
• Coordinate light contracting and invoicing in partnership with other team members.

• Design and execute employee rituals, events, and celebrations (e.g., birthdays and anniversaries, annual holiday party, etc.) that build connection and sustain our Great Place to Be culture.
• Lead the logistics for in-office community days and all-staff events and meetings, including planning, setup, and communications.
• Manage the company calendar and help to coordinate internal communications.
• Support new employee onboarding, ensuring a welcoming and consistent experience.
• Actively participate in team development, training, and DEI initiatives.

• Model professionalism and high quality service delivery — while bringing energy, warmth, and a get-it-done mindset.
• Handle confidential and sensitive information with discretion.
• Build trust quickly across levels and functions and keep work moving forward without needing to be asked.

The qualifications below are meant to guide, not limit. If your background doesn’t match every bullet but you feel your experience is aligned with the role, we’d love to hear from you.

You have experience in:

• Office management and front-of-house hospitality within a client-facing environment.
• Event and meeting operations — designing smooth, repeatable experiences for participants and guests, including external client events or employee offsites.
• Providing administrative support for consultants and…