Administrative Assistant - Business Operations Job Seattle area,Washington USA,Administrative/Clerical

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 RequiredINTERVIEW 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.

RESPONSIBILITIESCalendar & 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 Docu Sign, 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…