Remote Executive Admin for CAO Operations

Fathom Robotics; Washington; Hybrid; USD 34,000 - 48,000; Part time

Job summary

Fathom Robotics seeks a part-time Administrative Assistant to support the Chief Administrative Officer with calendar and inbox management, filing, accounting data entry, HR processes, and SOP maintenance.

The role also involves occasional proposal formatting; it operates remotely or in a hybrid setting. 15–20 hours per week with preference for Washington, D.C./MD/Northern VA area for in-person coordination. US Person status required.

Qualifications

• 2+ years in administrative, executive assistant, or office management roles.
• 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 attention to formatting and detail.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) or equivalent tools.
• Able to manage multiple deadlines independently and follow through.
• Basic bookkeeping or accounting data-entry experience; exposure to HR processes.
• US Person status required (defense program context).
• Comfort working in a small team supporting classified or sensitive government programs.

Responsibilities

• Manage and maintain the Chief Administrative Officer’s calendar and scheduling.
• Triage the shared inbox and draft routine correspondence.
• Prepare materials and agendas for meetings, including with the CEO and partners.
• Maintain digital and physical filing systems for records and correspondence.
• Route documents through DocuSign and track signatures.
• Assist with accounting entries, timesheets, receipts, and invoices.
• Coordinate recruiting logistics and onboarding paperwork.
• Maintain HR records in ADP or similar systems and assist with benefits.
• Help organize AP/AR documentation and reconciliation backups.
• Coordinate compliance documentation (CMMC, ITAR, DCAA, SAM.gov).
• Document and update internal processes and SOPs for consistency.
• Support contracts, legal records, and ERP data entry.
• Provide general admin support to the CAO and format proposals as needed.

Skills

Calendar management

Inbox organization

Filing systems

Written communication

Microsoft Office

Deadline management

Basic bookkeeping

HR administration

US Person status

Proposal support (ad hoc)

Tools

DocuSign

ADP

SAM.gov

Unanet

Deltek

QuickBooks

QuickBooks Payroll

Job description

Fathom Robotics seeks a part-time Administrative Assistant to support the Chief Administrative Officer with calendar and inbox management, filing, accounting data entry, HR processes, and SOP maintenance.

The role also involves occasional proposal formatting; it operates remotely or in a hybrid setting. 15–20 hours per week with preference for Washington, D.C./MD/Northern VA area for in-person coordination. US Person status required.