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Position:
Executive Assistant
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Job Id:
1882-101-26-N-S
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# of Openings:
1
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Elevate your career at Marotta Controls, a New Jersey Top Workplace three years running! Dedicated to innovation, quality and excellence, we deliver cutting edge control systems for the Aerospace & Defense industry. At Marotta, we value bold thinking and teamwork, and we empower our employees to push boundaries while delivering top-tier solutions to our customers. Our team fosters a fun, collaborative culture where creativity and technical excellence thrive! Your next big opportunity starts here. Be part of a company where your work supports a mission that makes a difference-apply today!
Executive Assistant
Location: Parsippany, NJ (with occasional need to work in Montville)
Schedule: Monday - Friday, 8 hours per day
Reports to: Executive Assistant to the President/CEO & CFO
About the Role
We are seeking a highly skilled and experienced
Executive Assistant to provide dedicated support to three Vice Presidents. This role requires exceptional organizational and communication skills, the ability to anticipate needs, and a proactive, solutions-oriented mindset. The ideal candidate will thrive in a fast-paced environment, operate with a 24/7 mentality, and consistently stay several steps ahead to ensure seamless executive operations.
Key Responsibilities
Executive Support
- Provide direct support to three Vice Presidents, managing highly active and complex calendars and coordinating frequent scheduling changes.
- Access and monitor executive email inboxes to ensure timely follow-up and communication.
- Review and approve timecards and purchase orders on behalf of the Vice Presidents.
- Screen, direct, and respond to phone calls; communicate messages and information to executives and relevant stakeholders.
- Draft and prepare internal and external communications, reports, and presentations on behalf of the Vice Presidents.
- Serve as a primary point of contact among executives, employees, clients, and external partners.
- Take notes at staff meetings, manage agendas and follow-ups, and attend meetings as required to capture next steps and action items.
- Assist in meeting follow-up efforts by drafting and distributing reports, memos, letters, or emails.
- Plan and execute onsite and offsite meetings, trainings, customer visits, and corporate events.
- Coordinate and manage complex domestic and international travel arrangements, including flights, hotels, ground transportation, dining reservations, and event registrations.
- Track and coordinate birthdays and anniversaries for the Vice Presidents' direct reports.
- Prepare, submit, and reconcile expense reports on behalf of the Vice Presidents, ensuring accuracy, compliance, and timely processing. Approve team Concur reports on behalf of the Vice Presidents.
Administrative & Operational Support
- Serve as a backup to the Executive Assistant to the President/CEO and CFO inclusive of all duties listed above (calendars, travel, approvals, etc.).
- Support the reception desk as needed, including (but not limited to)
- Greeting visitors, answering phones, handling deliveries, and issuing temporary badges.
- Maintain and oversee the executive kitchen, including Instacart and Amazon orders.
- Manage office supply inventory and place orders through WB Mason, Amazon, Webstaurant, and other vendors as needed.
- Handle incoming and outgoing mail, shipping, and courier services.
- Resolve conference room scheduling and technical issues to ensure smooth meeting operations.
- Coordinate catering orders, shuttle scheduling, and other general office logistics.
- Support employee recognition efforts, including birthday and anniversary communications and flyers (via Canva).
- Assist with the administration of company-wide recognition and award programs.
Collaboration & Communication
- Partner closely with the Executive Assistant, other administrative professionals, and cross-functional teams to ensure alignment and efficiency.
- Maintain a high level of discretion and confidentiality in all communications.
- Demonstrate professionalism, initiative, and a proactive attitude in all interactions.
What We're Looking For
- 5+ years of experience supporting senior executives or C-level leadership.
- Strong project management skills with the ability to handle multiple priorities and deliver on deadlines.
- A self-starter who operates independently with minimal direction and anticipates needs before they arise.
- Flexible and responsive - willing to work extended hours or weekends as needed with a 24/7 mentality.
- Ability to think strategically and stay ten steps ahead, identifying and solving potential issues before they occur.
- Excellent written and verbal communication skills, with a strong sense of professionalism and confidentiality.
- Advanced proficiency in Microsoft Word, PowerPoint, Outlook, and Excel.
- Ability to operate with agility, composure, and reliability in a dynamic executive environment.
- Exceptional attention to detail and organizational skills with a strong sense of ownership.
This position is at our Parsippany, NJ corporate office's location.
Salary Range: $126,350-$135,000
Many of our contracts require proof that you are a U.S. citizen and/or that an export license has been obtained for employees who are citizens of certain countries. Your employment, both initially and continually thereafter, is conditioned on production of such proof of citizenship and/or any export license that may be required to comply with any and all applicable laws, regulations, or executive orders, or required by Federal, State, or local government contracts.
At Marotta Controls, we are committed to a fair, performance-driven compensation approach that promotes consistency across all levels of our organization. We ensure that pay decisions are free from bias, based on objective criteria, and are regularly reviewed.
Your level and base salary will be determined on a case-by-case basis and may vary based on the following considerations: job-related knowledge and skills, experience, and internal consistency.
Additionally, we offer a highly competitive compensation package for this opportunity, including incentive compensation and a comprehensive suite of premium benefits. These include medical, prescription, dental, vision, life, and disability insurance, a 401(k) plan with company match, tuition assistance, paid vacation, sick and personal days, paid holidays, and flexible scheduling options such as compressed workweeks. We value and reward employee achievements and host multiple engagement events each quarter to foster a strong, supportive workplace culture.
If you are looking to grow or accelerate your career and be part of a best in class organization while enjoying a work-life balance, please visit our website at www.marotta.com to learn more about us and to apply. Check out all of our openings at https://marotta.com/job-openings/
VETERANS ARE ENCOURAGED TO APPLY
No agencies, please.
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Pay Range: $126,350 - $135,000 per year
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Apply for this Position
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Marotta Controls
paid holidays, tuition assistance, 401(k)
Dec 01, 2025