Executive Assistant/Office Manager

About ESP Safety

ESP Safety is a growing U.S.-based manufacturer of gas and flame detection equipment used in oil & gas, energy, and industrial projects around the world. We are a hands-on, international company where things move quickly and people work closely across sales, engineering, production, projects, and operations. We value people who take ownership, communicate well, and are willing to step in and get things done.

Position Overview

We are looking for an experienced Executive Assistant & Office Manager to work closely with our CEO and help keep the office and day-to-day activities organized and moving. This is not just a calendar-management position. We need someone who is comfortable talking to customers, employees, and vendors; following up on open items; keeping track of deadlines; organizing the office; and making sure things don’t fall through the cracks. The right person is professional and polished, but also practical and hands-on. If something needs attention, you don’t just forward an email — you find out what is happening, connect with the right people, and help get it resolved.

Key Responsibilities

• Provide day-to-day administrative support to the CEO.
• Follow up on requests, action items, deadlines, and recurring reports.
• Coordinate with employees to make sure important items are completed on time.
• Help filter and resolve routine employee, customer, and vendor matters before they require CEO involvement.
• Manage the day-to-day office and keep it organized, professional, and running smoothly.
• Answer incoming calls and provide professional customer service.
• Handle routine customer emails, order confirmations, order status requests, and service inquiries.
• Welcome and coordinate customers, vendors, and other visitors.
• Help organize customer visits and company meetings.
• Support employee onboarding and general office needs.
• Coordinate office vendors, supplies, deliveries, facilities, and other administrative needs.
• Help with company lunches, events, and employee activities.

Preferred Qualifications

• 5+ years of experience in executive support, office management, client services, or a similar role.
• Experience supporting a CEO, business owner, partner, or senior executive preferred.
• Strong customer-facing experience by both phone and email.
• Excellent organization, communication, and follow-through.
• Comfortable coordinating with different people and following up until something is completed.
• Professional, dependable, resourceful, and able to use good judgment.
• Able to work independently and manage multiple priorities.
• Someone who genuinely enjoys being the person who keeps things organized, helps people, solves day-to-day problems, and gets things done.

Key Traits

✔ Highly organized and detail-oriented
✔ Strong follow-through and sense of ownership
✔ Professional and confident communicator
✔ Resourceful and solutions-focused
✔ Comfortable managing multiple priorities
✔ Proactive about following up and getting things done
✔ Calm, dependable, and professional under pressure

Benefits:

• Dental insurance
• Health insurance
• Vision insurance
• Paid time off
• Performance-based bonus
• Growth opportunities within the company

ESP Safety is an Equal Opportunity Employer and offers a collaborative environment, competitive compensation, and opportunities for professional growth.

Job Type: Full-time

Pay: $75,000.00 - $95,000.00 per year

Application Question(s):

• Have you directly supported a business owner, partner, CEO, or other senior executive? (Yes/No)
• Have you been responsible for the day-to-day management of a physical office, including vendors, visitors, office needs, and employee administrative support? (Yes/No)
• Do you have professional experience communicating directly with customers or clients by both phone and email? (Yes/No)
• In your previous role, were you responsible for coordinating with multiple employees or departments, tracking action items or deadlines, and following up to make sure work or reports were completed? (Yes/No)
• Which best describes the environment where you gained most of your relevant experience?

Professional, hands-on environment where administrative staff independently handled a broad range of responsibilities.

Large corporate environment where responsibilities were primarily divided among specialized departments.

Small, informal office with limited formal processes.

Other.

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