Executive Assistant

Fathom5 is an industrial technology company building security-first Brilliant Machines to accelerate Industry 4.0. Our work requires us to think critically, act boldly, and move quickly.

The world's supply chains, manufacturing base, and other critical infrastructure is lagging behind in security, capability, and adaptability. Fathom5 is here to fix that. Fathom5 builds the platforms, services, and hardware integrations that enable our customers to understand and act on all of the data that powers the next generation of Industrial Operations. Our mission is to Secure the Digital Future. Our work requires us to think critically, act boldly, and move quickly.

We are looking for an Executive Assistant to serve as a trusted teammate and force multiplier to the CEO. The principal responsibility of this job is to maximize the productivity and efficiency of the Office of the CEO by organizing the communications and engagements that bolster strategic partnerships, business deals, and organizational growth.

This role is best filled by a fast-paced, attentive individual who can develop a strong understanding of the Company's long-range goals and manage a schedule of executive actions and communications that will grow Fathom5 from a small business into a global company.

The Executive Assistant will serve as a trusted and strategic partner making key recommendations and implementing immediate and long-term goals to help the CEO prioritize and synchronize the people, processes, objectives, and communications that lead to successful outcomes along each line of Fathom5’s business.

The Fathom5 Executive Assistant will:

• Learn the social and professional networks of people and organizations that make Fathom5 successful then establish and maintain open communication with teammates, clients, partners, vendors, and stakeholders.
• Track the execution of requirements from the Office of the CEO across the organization and proactively engage with internal and external stakeholders to ensure commitments are met on time.
• Establish and implement systems for agenda development that maximize productivity aligned to goals and objectives.
• Ensure emails to/from the Fathom5 CEO are completed on time.
• Ensure documents, briefings, emails, and correspondence from the Office of the CEO are prepared on time and meet a high standard of excellence and keep a digital and physical serialized file of executive correspondence.
• Lead a morning schedule sync meeting with the CEO to go over daily objectives, company direction, and remove any last minute schedule conflicts
• Schedule travel and file travel claims for the CEO in accordance with the policy for Fathom5 travel
• Take responsibility for planning and executing Fathom5 board meetings. This includes drafting the meeting agenda, preparing materials for board members, drafting the minutes after the meeting, and tracking completion of board directed action items

The Fathom5 Executive Assistant position requires:

• Clear and effective communication — The Executive Assistant is responsible for communicating on behalf of the CEO. The person in this role must have a refined grasp of the English language and the ability to craft thoughtful, grammatically-correct written and oral communications with all stakeholders, which often include other executives and high-ranking government officials.
•  Quick learning — The ability and desire to learn new things.
• Team-first mentality — Working towards team-oriented solutions is essential to the vision of Fathom5 and will result in personal opportunities that far exceed what can be achieved by focusing on individual results alone.
• Leadership — This position is a key role responsible for communicating on behalf of the CEO. This requires the leadership to make good decisions and to decide when to engage the appropriate members of our team to solve problems.
• Organization — The Executive Assistant is expected to organize meetings, documents, and the activity of internal and external resources. This requires expert observation skills to perceive the true capabilities and capacities of teams and to know when to engage the CEO in an issue.
• Startup Stamina – Fathom5 is changing the world at the intersection of industrial systems and advanced software. Sometimes changing the world requires long hours, standing for full days at events, and medical clearance for carrying computer equipment as well as occasional travel in support of our customers.

Additionally, some particular skills are required to succeed in this role:

• The capability to infer hierarchies and understand individual motivations
• A self-disciplined approach to finding the right focus areas without specific direction
• The capacity to synchronize multiple ongoing projects while tracking and meeting deadlines in a fast-paced and quickly changing environment

Minimum Qualifications:

• This is not an entry-level position. At least 5 years of experience as an strategic multiplier to an executive is required
• Experience managing time, correspondence, and relationships in a complex organization
• Demonstrated abilities to write technical, organizational and informative documents
• In-depth understanding of the Microsoft Office suite
• Bachelor’s Degree with significant writing requirements preferred (i.e. English, History, or Humanities)

Ultimately, a world-class Executive Assistant is the engine of productivity at Fathom5, achieving this level of impact by implementing the CEO’s vision while developing and refining their own ability to lead teams and drive results.

At Fathom5, we believe that a diverse, equitable and inclusive workplace makes us a more relevant and resilient company. We welcome people from all backgrounds, ethnicities, cultures, and experiences. Fathom5 provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

We know that the impostor syndrome and confidence gap are real. Please do not hesitate to apply!

Due to the sensitive nature of some of our projects, only US Citizens can be considered for employment at this time. No recruiters, please!