Jobs and Careers
AK
Administrative Assistant
AKIVA AILong Beach, United Statesfull_timeVerifiedPosted 17 Apr 2026
💰 $65,000/yr($47,500/yr – $65,000/yr)
About the role
Benefits:
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 ex
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Profit sharing
- Vision insurance
- Competitive salary
- Training & development
- Tuition assistance
- Wellness resources
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 ex
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