Admin and Projects Assistant

Fathm is a fast-paced news lab, agency, consultancy, founded in 2019 by Fergus Bell and Tom Trewinnard. Since launch, Fathm has supported clients from across the globe to improve their newsroom processes and efficiency, make use of emerging technologies, and tackle the ever increasing problems of mis and disinformation in order to provide trust-worthy sources of news that place the audience at the centre of their operations. Our clients are now seeking our support as they face the challenge of implementing AI solutions in their organisation. We pride ourselves on delivering excellent work for our clients and on providing a rewarding experience for our team. All our work is guided by our values; integrity, impact, collaboration and we are a remote-first company.

We are recruiting for an experienced and capable Admin and Projects Assistant to join us 30 hours a week for an initial fixed term contract until 31 December 2025, with scope for this to be extended.

As an Admin and Projects Assistant, you will work closely with Fathm’s Office Manager and Operations & Delivery Manager to play a crucial role in ensuring the smooth operation of our remote office, provide support to our global team and contribute to ensuring our work is delivered to a high standard. This fast-paced and varied role will require working across many areas of the organisation. Familiarity with accounts and finance is a plus.

The position is for an immediate start, primarily working remotely, but with occasional in-person meetings in either London or Surrey. Candidates must already have the right to work in the UK. You will need to ensure you have access to a suitable professional and confidential environment with a reliable internet connection in which to carry out your duties.

The position is full time with 30 hours a week to be worked Monday to Thursday during our core business hours of 9am-5:30pm, with some flexibility required to meet business needs.

We have identified the range of qualifications, knowledge, and experience we think would be beneficial for this role. Experience providing admin and project support in a small or medium size rapidly growing company is essential.

• Strong organisational skills, including the ability to manage competing tasks and prioritise your own workload to meet deadlines.
• Clear, confident communication—both written and verbal—with attention to tone, accuracy, and professionalism.
• Excellent attention to detail and ability to follow established processes, while also suggesting improvements where relevant.
• Comfortable working with our IT tools such as Google Workspace, Zoom, Monday.com and Canva, with the ability to quickly learn new systems.
• A collaborative mindset—happy to assist others and step in where needed, with a flexible and team-oriented approach.
• A calm, solutions-focused attitude to working independently in a remote working, and often fast-paced, environment.
• An understanding of professionalism in the workplace, including the importance of being reliable, and maintaining confidentiality.

If this sounds like you, or if you think that you have what is needed to succeed in this role but your qualifications, knowledge, and experience are a little different, we’d love to hear from you.

You’ll provide day-to-day admin support across the business, while also assisting with the delivery of internal and client projects. Your responsibilities will include:

• Managing calendars, booking meetings, coordinating schedules and making travel arrangements.
• Carrying out general admin tasks including inbox management, shared file organisation, document formatting, and internal communications.
• Assisting with preparation of contracts and legal documents.
• Supporting invoicing and expense tracking.
• Helping maintain compliance with policy and legislation related to data protection, health and safety, and other processes.
• Providing practical assistance to client and internal projects—such as setting up and running Zoom sessions, sharing resources, updating trackers or timelines, or following up on actions.
• Contributing to the creation and coordination of project materials such as slides, worksheets and reports, using templates provided.
• Supporting online learning communities by updating content, responding to participant queries, or helping with scheduling.

• A competitive salary of £23,000 per annum.
• A 4 day working week as standard.
• The opportunity to work on a wide range of projects with diverse clients, often at the cutting edge of newsroom innovation.
• 22.5 days of annual leave per year plus bank holidays.
• All equipment provided so you can do your job.
• We are committed to promoting our employees' professional growth and development through training and career advancement opportunities.

You must submit a CV and a cover letter addressing the responsibilities, qualifications, knowledge, and experience required for the role. Incomplete applications will not be considered.

We will review applications as they come in and will follow a set process to reduce bias in selection. We may close applications when we find the right person for this role.

Our initial short interview is a chance for us to give you more information about the opportunities available and for you to ask questions. Applicants shortlisted from the initial interview will be invited to a second more in depth interview.

We are an equal opportunities employer and we welcome applications from all suitably qualified persons. If you are unable to apply via the online application portal and require assistance, please get in touch.