Administrative Support Specialist III

RIVA Solutions, Inc.; Egg Harbor Township (NJ); On-site; USD 72,208,000 - 86,793,000; Full time

Job summary

RIVA Solutions, Inc. seeks an experienced Administrative Support Specialist III to provide direct support to FAA leadership and program staff at the William J. Hughes Technical Center. This senior role manages calendars, communications, reports, and office operations with minimal direction.

You will prepare materials for meetings, create Excel trackers and PowerPoint briefings, and ensure records compliance. Strong communication and independent judgment are essential in this federal context.

Qualifications

• Administrative support in a business, corporate, or government setting.
• Proficient in Excel with trackers, formulas, and data summaries.
• Proficient in PowerPoint for leadership briefing decks.
• Proficient in Word and Outlook; calendar management experience.

Responsibilities

• Maintain executive calendar, schedule meetings, and resolve conflicts.
• Answer, screen, and route incoming calls; take accurate messages.
• Draft, proofread, and distribute correspondence; manage records.
• Prepare materials for meetings and take notes/minutes.
• Create recurring reports in Excel and PowerPoint; track attendance.
• Develop and edit presentations for leadership and program briefings.
• Process procurement requests and travel authorizations in federal systems.
• Maintain records with confidentiality and compliance; improve procedures.
• Identify and recommend procedural improvements.

Skills

Excel

PowerPoint

Word

Outlook

Calendar management

Phone screening & routing

Communication

Attention to detail

Prioritization

Education

Bachelor's degree in business or related field

Associate degree + 3 years relevant exp

High School Diploma or GED + 6 years relevant exp

Tools

PRISM

CASTLE

CRU-X

eLMS

AI tools

Job description

RESULTS. INNOVATION. VALUES. ACCOUNTABILITY.

That’s RIVA.

We’re a mission-driven IT services company and systems integrator supporting digital transformation and modernization for federal government agencies. Since 2009, we’ve partnered with our customers to solve complex challenges through smart, practical innovation to deliver real outcomes where they matter most. Our teams are made up of industry-leading experts who are passionate about doing great work and making a difference. We don’t just develop solutions, we support efforts that strengthen communities and serve the public good.

RIVA’s culture is built on four core values: Results, Innovation, Values, and Accountability. They guide how we work, how we collaborate, and how we measure success. Our employee-first approach is rooted in trust, ownership, and meaningful work. By investing in our people and fostering a flexible, supportive environment, employees have the opportunity to grow their skills, contribute ideas, and make an impact from day one. all while supporting missions that matter.

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.

The salary or salary range for this role reflects an estimated range informed by multiple compensation factors. Final offers may vary based on considerations such as relevant experience, education and training, critical skillsets, and overall business needs.

Pay range

$25.20 - $30.29 USD

EQUAL EMPLOYMENT OPPORTUNITY & ACCOMMODATION

We believe great teams are built from different backgrounds, perspectives, and lived experiences, and we mean that beyond the buzzwords.

RIVA is an equal opportunity employer. We welcome applicants of every race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, and any other characteristic protected by law.

If you need an accommodation at any point in our process, send an email to [e-mail], we'll be happy to help.

VETERAN SUPPORT & ACCESSIBILITY

As a federal contractor, RIVA follows the requirements of the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and Section 503 of the Rehabilitation Act, supporting the employment and advancement of protected veterans and individuals with disabilities. If you're a veteran, we encourage you to self-identify during the application process, it helps us track our hiring commitments and, in some cases, may support priority referral for open roles.

RIVA also invites applicants to voluntarily self-identify as having a disability during the application process, not because it affects your chances of being hired, but because it helps us measure how well we're living up to our commitments and identify where we can do better. Your response is confidential and entirely optional.