Administrative Support Specialist 3

POSITION OVERVIEW

RIVA Solutions is seeking an experienced Administrative Support Specialist III to provide direct administrative support to FAA leadership and program staff at the William J. Hughes Technical Center.

This is a senior-level administrative role in a business office setting, not a reception or front-desk position. The person in this seat manages an executive calendar, handles incoming calls and correspondence, builds and maintains recurring reports in Excel and PowerPoint, and keeps records and office operations running with minimal direction. This role requires independent judgment in non-routine situations and the ability to interpret and adapt guidance, including unwritten policies, precedents, and past practice.

CORE RESPONSIBILITIES

• Maintain the supervisor's calendar, schedule appointments, resolve scheduling conflicts, and coordinate meeting logistics including room reservations.
• Answer, screen, and route incoming telephone calls for the office, take accurate messages, and respond to routine inquiries independently.
• Draft, proofread, log, and distribute correspondence. Review and distribute publications, regulations, and directives that affect the office.
• Anticipate and prepare materials for meetings, conferences, and briefings. Take notes and prepare meeting minutes.
• Build and maintain recurring reports and trackers in Excel, including time and attendance records, leave records, correspondence logs, training plans, and office equipment inventories.
• Develop and edit PowerPoint presentations for leadership and program briefings.
• Prepare and submit procurement requests, and enter and track travel authorizations, in federal business systems.
• Maintain office files and records, including their accuracy, confidentiality, and compliance with FAA records management requirements.
• Identify and recommend improvements to office procedures.

MINIMUM QUALIFICATIONS

Education and Experience (one of the following)

• Bachelor's degree in a business field or related field, or
• Associate degree in a business field or related field and at least 3 years of experience relevant to this position, or High School Diploma or GED and at least 6 years of experience relevant to this position.

Required Experience and Skills

• Administrative support experience performed in a business, corporate, or government office environment, supporting leadership or program staff.
• Demonstrated proficiency in Microsoft Excel. You will build and maintain trackers and recurring reports, use formulas and formatting, and produce clean data summaries on a regular cadence. This is a daily requirement of the role, not an occasional task.
• Demonstrated proficiency in Microsoft PowerPoint. You will create and update briefing decks for leadership on a recurring basis.
• Proficiency in Microsoft Word and Outlook.
• Hands-on experience managing an executive or supervisor calendar.
• Hands-on experience answering, screening, and routing office telephone lines.
• Excellent verbal and written communication skills, strong attention to detail, and a proven ability to manage competing priorities and work independently with minimal supervision.

Onsite Access and Credentialing

• Ability to obtain and maintain the federal credentialing and suitability determination required for onsite work at the Technical Center.
• A valid U.S. passport or a REAL ID-compliant driver's license or state ID. Acceptable identity documentation is required to be issued a PIV credential, and a PIV credential is required for onsite access. Candidates who cannot present qualifying identification cannot be badged and cannot start.

PREFERRED QUALIFICATIONS

• Prior federal government experience in an administrative capacity.
• Familiarity with federal business systems such as PRISM, CASTLE, CRU-X, or eLMS, or demonstrated ability to learn new enterprise systems quickly.
• Working knowledge of AI tools and how to apply them responsibly to administrative work, for example drafting and editing support, summarizing documents, or quality-checking recurring reports.
• Experience supporting a government contract or other compliance-driven environment.

Pay range 25.31 - 30.73 USD