Job Description
About Fathom
Fathom is an independent 501(c)(3) whose mission is to find, build, and scale innovative governance solutions that foster public trust in AI, while unleashing the power of American innovation. We are architects of AI oversight focused on co-designing a better AI future for all.
This requires that everyone – from businesses and NGOs to the public – has a say in what that world looks like. Fathom creates solutions and pursues the policy change required for a positive AI future by building consensus across stakeholders and communities, pursuing state and federal advocacy, convening experts, and funding research and polling. Learn more: https://fathom.org/
The Executive Assistant to the Co-Founders plays a critical role in maximizing the effectiveness of Fathom’s leadership team by managing time, logistics, and administrative workflows with precision and discretion. This role serves as the central point of coordination for two co-founders scheduling and administrative needs, working closely with the Operations team to ensure seamless execution of logistics and organizational priorities. In doing so, the Executive Assistant protects leadership time and helps ensure that key initiatives move forward efficiently.
Success in this role means creating clarity out of complexity—anticipating needs, managing shifting priorities, and ensuring nothing falls through the cracks. The Executive Assistant must be highly organized, detail-oriented, and comfortable working in a fast-moving environment where responsiveness and sound judgment are essential.
This is a contract position with the opportunity to transition into a permanent full-time role. The position reports to the Chief of Staff and would be based in Berkeley, CA (hybrid).
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
Required 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.
Preferred Qualifications
- 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.
