About Fathom

Role Overview

Key Responsibilities

Co-Founder Scheduling & Calendar Management

• 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.

Administrative & Operational Support

• 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).

Travel & Expense Management

• 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.

Special Projects & Coordination

• 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.

Qualifications

• 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.

• 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.

Skills & Competencies

• Precision-focused: Delivers consistently accurate work with minimal errors, recognizing that small details matter.
• Highly organized: Maintains clear systems to track requests, deadlines, and follow-ups, ensuring nothing slips through the cracks.
• Responsive & reliable: Maintains availability and responsiveness to scheduling and administrative needs.
• Judgment-driven: Knows when to escalate, clarify, or proceed independently.
• Positive & adaptable: Maintains a calm, solutions-oriented mindset in fast-moving environments.
• Clear communicator: Communicates professionally and appropriately across internal and external stakeholders.
• Bias to action: Anticipates needs and moves tasks forward quickly while maintaining quality and reliability.