AI Operations & Administrative Intern

Job Description

Job Description

Description:

The AI Operations & Administrative Intern will work directly with Anivas Tech leadership and the Program Manager to support three core operational areas: (1) streamlining and automating employee and federal contract onboarding processes, (2) supporting business development through AI-assisted research, opportunity analysis, and pursuit preparation, and (3) providing executive administrative support including mailbox management, calendar coordination, document organization, and SharePoint governance.

This is a high-visibility role that provides direct exposure to executive operations, federal contracting, business development, and process automation. The selected candidate will help build scalable systems, improve operational efficiency, and support strategic growth initiatives while gaining hands-on experience with Microsoft 365, SharePoint, Power Automate, AI tools, and federal government contracting environments.

• Map and document current onboarding workflows for company and federal contract employees.
• Identify onboarding process bottlenecks and recommend automation improvements.
• Build and maintain onboarding checklists, templates, and documentation in SharePoint.
• Develop onboarding automation workflows using Power Automate and AI tools.
• Create and maintain onboarding SOPs and employee onboarding resources.
• Coordinate onboarding activities with HR, IT, and program leadership.
• Monitor federal procurement platforms including SAM.gov, USASpending.gov, GovWin IQ, and FPDS.
• Research and identify federal contracting opportunities aligned with company capabilities.
• Prepare Pursuit Briefs, Agency Intelligence Briefs, and competitive intelligence reports.
• Maintain business development pipeline tracking and opportunity management systems.
• Assist with capability statements, white papers, RFIs, Sources Sought responses, and capture planning activities.
• Track small business set-aside opportunities and prepare leadership reports.
• Manage executive email inboxes, communications, and action item tracking.
• Draft professional correspondence and routine responses for leadership review.
• Coordinate executive calendars, meetings, agendas, and briefing materials.
• Schedule internal and external meetings and maintain company calendars.
• Build workflow automations for email management and scheduling.
• Audit, organize, and govern SharePoint sites and document repositories.
• Implement document naming conventions, metadata standards, and governance policies.
• Create and maintain company document template libraries.
• Prepare presentations, reports, proposals, and business documents.
• Support expense reporting, travel coordination, vendor communications, and proposal assembly.
• Maintain weekly status reports and action item logs.
• Ensure all deliverables, workflows, and documentation are properly stored and maintained.

• Currently enrolled in or recently graduated from an accredited college or university within the last 12 months.
• Degree concentration in Business Administration, Public Administration, Political Science, Communications, Management Information Systems, or a related field.
• Excellent written communication skills with the ability to draft professional emails, reports, SOPs, and briefs.
• Strong research and analytical skills with the ability to synthesize information from multiple sources.
• Proficiency with Microsoft 365 applications including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and work independently.
• Must be a U.S. Person (U.S. Citizen, Lawful Permanent Resident, or U.S. National).
• Ability to pass a standard background check.

• Experience in executive administration, operations coordination, or administrative support.
• Familiarity with federal procurement systems such as SAM.gov, USASpending.gov, GovWin IQ, or FPDS.
• Experience with Power Automate, SharePoint administration, Microsoft Copilot, or similar tools.
• Exposure to business development, proposal support, capture management, or federal contracting.
• Knowledge of government contracting concepts including FAR, DFARS, SDVOSB, and small business programs.
• Familiarity with AI tools such as Claude, ChatGPT, Microsoft Copilot, or similar platforms.
• Student veterans, military spouses, and military-connected applicants are strongly encouraged to apply.