[Hiring] Executive Administrative Assistant, Finance & Administration @National Center for State Courts

Role Description

NCSC is seeking an experienced EA to join our Finance & Administrative team. The Executive Assistant (EA) serves as a key operational partner to the VP of Finance & Administration, with responsibility that goes well beyond traditional administrative support. This role is designed for someone genuinely interested in how nonprofit finance and operations work — someone who wants to understand the details, not just manage the logistics. The EA helps the VP maintain visibility across a broad portfolio that includes Finance, HR, IT, Grants & Contracts, Compliance, and Facilities by tracking workstreams, monitoring project progress, conducting preliminary research and analysis, and making sure deliverables reach the right people in polished, professional form. The EA is the VP's primary support on governance committee work, including the Finance, Audit, and Investment Committees, and takes ownership of the quality of every document or communication that comes from this office.

Duties and Responsibilities

• Demonstrates conduct consistent with NCSC’s core values
• Project Oversight & Operational Support
  • Tracks active projects and initiatives across all functions in the VP’s portfolio (Finance, HR, IT, Grants & Contracts, Compliance, and Facilities), maintaining a current status view and flagging items at risk of slipping
  • Develops and maintains project trackers, action logs, and deadline registers; follows up with functional leads and project owners to keep commitments on track
  • Prepares preliminary analyses, research summaries, and briefing materials to support the VP’s decision-making; synthesizes information from multiple sources into clear, accurate summaries
  • Drafts and edits internal memos, talking points, correspondence, and executive summaries; formats all documents to NCSC standards before distribution
  • Supports process improvement efforts by researching tools and approaches, documenting workflows, and helping implement changes across the VP’s functions
• Governance Committee Support
  • Provides dedicated support to the Finance, Audit, and Investment Committees of the Board, including coordinating meeting logistics, assembling and distributing board packages, and taking accurate, professional minutes
  • Collaborates with the Finance team on committee reports, financial summaries, and presentation materials; reviews drafts for accuracy, completeness, and professional presentation before submission to the VP
  • Maintains a committee calendar and tracks action items from meeting to meeting, ensuring follow-through and timely distribution of materials
• Audit & Financial Operations Support
  • Coordinates planning and, if applicable, document gathering, working with the Finance team to ensure a smooth coordination with the executive on the Audit process.
  • Collaborates with the Finance team to collate financial reports, schedules, and presentations for internal and board audiences; reviews for internal consistency and formatting prior to the VP’s review
  • Coordinates invoice routing, payment approvals, and expense report processing using NCSC’s financial systems
• Executive & Administrative Coordination
  • Supports the VP’s calendar management as needed, ensuring meeting preparation is thorough and timely
  • Coordinates with teams across the Finance & Administration group and with other departments to facilitate information flow, track follow-up, and keep the VP’s priorities visible
  • Arranges travel logistics and processes associated expense reports
  • Handles electronic approvals, document routing, and filing

Qualifications

• Bachelor’s degree in business, finance, public administration, or a related field preferred; Associate’s degree with significant relevant experience considered
• Minimum 5 years of experience supporting a senior executive in a finance, operations, or administrative capacity (e.g., CFO, CAO, or VP of Finance & Administration); nonprofit experience a plus
• Demonstrated experience preparing governance or board materials, including reports and formal minutes
• Experience with Deltek Costpoint or comparable ERP/financial system preferred
• Experience with or genuine interest in process improvement and data analysis

Requirements

• Exceptional written and verbal communication skills, with a high standard for accuracy, grammar, and professional presentation in every document
• Strong analytical instincts: able to review data, identify patterns, spot inconsistencies, and present findings clearly without being asked to do so
• Genuinely curious about nonprofit finance, operations, and governance; interested in understanding the why behind the work, not just completing tasks
• Comfortable working with financial data, spreadsheets, and reports; able to spot inconsistencies, errors, or anomalies and flag them for the VP’s attention
• Proactive learner who actively seeks out new tools and technologies to improve processes and output quality
• Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, Planner); proficient with virtual meeting and remote coordination tools including Zoom; comfortable adopting similar platforms as organizational needs evolve
• Ability to manage competing priorities, track multiple workstreams simultaneously, and maintain a clear sense of what needs attention now
• High degree of discretion, judgment, and reliability; this role handles sensitive financial, HR, and governance information
• Strong interpersonal skills and ability to work effectively with senior staff, board members, and external partners
• Self-directed with strong organizational instincts; does not need to be closely managed to deliver quality work on time
• Willingness and ability to travel; this role involves approximately 20% travel

Benefits

• Medical Insurance: PPO, HDHP options (HMO option for VA residents)
• Dental Insurance
• Vision Insurance
• Employer Paid Life Insurance for Employee + Family
• Employer Paid Accidental Death Insurance
• Employer Paid Short-Term & Long-Term Disability
• 125 Plan
• Employee Assistance Program
• Retirement: Money Purchase Plan Pension account (9% of salary)
• Retirement Option: 403B
• All Purpose Leave (APL)
• Paid Holidays (10)
• Education Assistance
• Paid Training and Development
• Qualifying Employer for the Public Service Loan Forgiveness under 501(c)(3)