Administrative Assistant

Location: Onsite (Southern California)

Employment Type: Contract (Full-Time)

About AKIVA

AKIVA is an AI-native engineering firm specializing in enterprise services, domain-specific solutions, and high-performance infrastructure from strategy through deployment. We build innovative systems that drive measurable results for commercial enterprises and government agencies. AKIVA is a certified Service-Disabled Veteran-Owned Small Business (SDVOSB).

Position Overview

AKIVA is seeking an Administrative Assistant to support the VA Long Beach Healthcare System Engineering Service, Projects & Construction Section or Planning, Major Projects and Activations, and Program Management. Under the direction of the Chief of Projects & Construction Management or the Chief of Planning, the Administrative Assistant performs administrative functions spanning HR, budgetary and program analysis, office support, document control, procurement, logistics, and contract management. AKIVA-provided AI-assisted documentation and records-management tools may be used to accelerate procurement packaging, record-keeping, and reporting.

Key Responsibilities

•          Perform budget management duties for the Projects and Construction or Major Projects and Activations Section, including maintenance of the budget spreadsheet and review of pay applications for multi-year contracts

•          Conduct general administration for the Section, including gathering information for monthly KPIs

•          Track all IDSRs that require the purchasing team

•          Initiate communication with vendors to request quotes for product, with designer review prior to submitting LEAF 2237

•          Manage records for all purchasing and contracting information (digital and physical)

•          Track receipt of order (furniture receiving reports) for all items procured by the interior design team, including credit-card orders and solicitation packages; maintain procurement and voucher documentation for six (6) years and three (3) months in compliance with VA Manual MP-4, Part X, Item No. 5-1c

•          Generate and create solicitation (procurement) packages and submit LEAF requests (2237s) for procurement; verify required documents are complete, correctly named and dated, and submit the package to FORCE; coordinate with the move coordinator and vendor for product delivery

•          Develop the Project Management Plan and Team Charter for the Projects & Construction Management Section or Major Projects and Activations Planning and Program Management Section

•          Complete Project Management-related training as required; perform other duties as assigned

•          Coordinate with Contracting, Logistics, EMS, OI&T, Material Management, external vendors, and Engineering via email, phone, and in-person meetings; take notes and provide meeting minutes when required

Required Qualifications

•          Minimum 2 to 3 years of work experience in an administrative environment

•          Computer skills: Microsoft Word, Excel, Outlook, and Adobe Acrobat DC

•          Ability to safeguard confidential information (printed and electronic); comply with VA privacy act laws, federal regulations, VA statutes and policy, and VHA policy

•          Effective written and verbal communication skills

•          Must be authorized to work in the United States

Preferred Qualifications

•          Bachelor's degree or higher

•          Project Management and Interior Design knowledge

•          Experience with Microsoft Teams

•          Familiarity with AI-assisted documentation, records, and reporting tools

Tools, Technologies & Frameworks

Productivity: Microsoft Word, Excel, Outlook, Adobe Acrobat DC, Microsoft Teams | Procurement: LEAF 2237s, FORCE, procurement packages, voucher documentation | Compliance: VA Manual MP-4 Part X, Privacy Act, VHA policy | AI Assist: documentation acceleration, records organization, reporting

What AKIVA Offers

•          Professional development and skill-building opportunities

•          Supportive management team with veteran-owned company values

•          Opportunity to work on impactful federal healthcare programs supporting Veterans

•          Long-term contract engagement with potential for extension

•          AI productivity tools and training provided at no cost to employees

Comprehensive Benefits Package

•          401(k) with generous company match

•          Medical Insurance

•          Dental Insurance

•          Vision Insurance

•          Short-Term & Long-Term Disability Insurance

•          Paid Time Off (PTO)

•          Profit Sharing

Join Our AI Innovation Network

Interested in staying connected with AKIVA's AI initiatives, research, and opportunities?

Join our AI Innovation Network here: https://www.akiva.com/ai-network

Equal Employment Opportunity Statement

AKIVA is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, national origin, age, physical disability, marital status, military and veteran status, or any other characteristic protected by applicable law. We believe that diversity among our teammates is critical to our success as a company, and we seek to recruit, develop, and retain the most talented people within a qualified candidate pool.

AKIVA is a certified Service-Disabled Veteran-Owned Small Business (SDVOSB).