Administrative Assistant in Irvine, California at EKN Engineering

Administrative Assistant

At EKN Engineering, we solve challenging problems with innovative engineering and configurable software solutions. We use an engineering-first approach, combined with data-driven strategies, to improve overall compliance, risk management, and design accuracy tailored to the specific needs of each client.

With decades of experience in engineering, our team of over 160 professionals in Irvine, California is dedicated to building a safer and more efficient tomorrow through engineering and technological innovation.

Role Overview:

We are seeking a dependable, organized, and detail-oriented Administrative Assistant to provide general administrative and scheduling support to our executive leadership team. This role will primarily focus on calendar management, meeting coordination, document preparation, and day-to-day administrative tasks to help keep our executives organized and operating efficiently.

Key Responsibilities:

• Provide administrative and scheduling support to members of the executive leadership team.

• Manage and maintain executive calendars, including scheduling meetings, coordinating appointments, and resolving scheduling conflicts.

• Coordinate meeting logistics, including sending calendar invitations, reserving conference rooms, and preparing meeting materials as needed.

• Assist with travel arrangements and itinerary coordination when requested.

• Prepare, format, and edit documents, spreadsheets, and PowerPoint presentations.

• Assist with general correspondence, email communications, and follow-up items.

• Help organize and maintain electronic files, records, and administrative documents.

• Track basic action items, meeting follow-ups, and deadlines as needed.

• Assist with coordinating internal meetings, events, and other company activities.

• Provide general office and administrative support, including data entry, document preparation, filing, and other assigned tasks.

• Maintain a professional, positive, and helpful attitude when interacting with executives, employees, and external contacts.

• Handle confidential company and employee information with discretion and professionalism.

• Perform other administrative duties and special projects as assigned.

Required Qualifications:

• 2–3 years of experience in an administrative assistant, office coordinator, or similar support role.

• Strong organizational skills and attention to detail.

• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

• Experience managing calendars and coordinating meetings preferred.

• Strong written and verbal communication skills.

• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.

• Dependable, responsive, and able to work independently while supporting a collaborative team environment.

• Professional demeanor and ability to interact effectively with employees at all levels of the organization.

• Ability to handle confidential information with integrity and discretion.

• Comfortable learning and utilizing AI tools and technology to improve administrative efficiency.

Why Join Us:

At EKN Engineering, you’ll be part of a company that values innovation and accountability and supports our employees' professional growth and personal development. Here, you’ll work with teams that push the boundaries of engineering to create solutions that enhance our communities and the environment by making utilities safer.

Benefits & Perks

• 100% Company-Paid Medical, Dental, Vision, and Life Insurance – Comprehensive coverage to support your health and well-being.

• 401(k) with Company Match – We invest in your future with a dollar-for-dollar match on contributions.

• Flexible Spending Account (FSA) – Set aside pre-tax dollars for qualified healthcare and dependent care expenses.

• Exclusive Employee Discounts – Access our BenefitsHub for savings on travel, rental cars, hotels, theme parks, and more.

• Monthly Catered Lunches & Daily Office Snacks – Enjoy a well-stocked kitchen and regular team meals to keep you fueled throughout the day.

• Employee Engagement & Wellness – We value connection and balance. Our team enjoys a variety of events and activities throughout the year, including hiking outings, summer BBQs, sports games, holiday celebrations, and dedicated team-building days.

• JOYA Health Membership – Access to over $1,000 in annual skin health and wellness benefits, including complimentary facials or peels, aesthetic service credits, priority skin cancer screenings, teledermatology services, and discounts on skincare products.

• Wellness Perks & Support Programs – Access a variety of wellness resources including discounted gym memberships through One Pass, mental health and self-care tools via AbleTo and Calm, and monthly rewards for healthy activities through Rally.

Public Warning: Recruitment Phishing Scam Impersonating EKN Engineering

EKN Engineering has become aware of a phishing scheme targeting individuals with fraudulent interview requests and job offers. EKN’s secure IT systems and private applicant information have not been compromised; scammers are impersonating EKN employees, using the company name and branding to mislead and engage potential job seekers in fake recruitment processes. Scammers might reference real job openings or describe fake opportunities that generally match individuals’ professional backgrounds, with the goal of establishing communication and eventually obtaining private financial information to defraud people.

The Federal Bureau of Investigation and Federal Trade Commission warn that employment scams such as this are a growing cyber threat. EKN urges anyone who is contacted about employment opportunities to exercise caution and know that:

• All communication from EKN Engineering will be from an EKN employee using the @eknengineering.com email domain. We do not use third-party recruiters.

• EKN Engineering recruiters will only schedule interviews for candidates who have applied for a position through our secure portal.

• No corporate or IT systems at EKN are affected by this scam. The scammers are using EKN’s logo and employee names to impersonate the company. • You can directly contact us at TalentAcquisition@eknengineering.com with any questions or concerns.

EKN is committed to ensuring the safety and security of our community. We caution individuals to be vigilant in protecting personal data and vetting communication with new contacts from any company. Do not respond or provide any personal information if contacted by someone claiming to represent a company to which you did not submit a job application or profile. This scam can be perpetrated against any business and individuals who recognize and trust its name.

For information on EKN recruitment practices and policies, please visit our career page or email TalentAcquisition@eknengineering.com. To report a scam, visit: https://reportfraud.ftc.gov//.