Executive Administrative Assistant - Remote

About The Company

The National Center for State Courts (NCSC) is a leading organization devoted to enhancing the justice system nationwide. With a team of expert researchers, consultants, educators, and former practitioners, NCSC fosters innovation and trusted leadership within the justice sector. Collaborating closely with judicial officials and various stakeholders, the organization strives to solve complex social issues, promote fairness, and ensure communities remain safe and just. NCSC is recognized for its integrity and excellence, providing a dynamic environment where meaningful contributions improve justice nationwide.

About The Role

We are looking for a seasoned Executive Administrative Assistant to join our Finance & Administrative team in a full-time, remote-optional capacity. This pivotal role supports the Vice President of Finance & Administration by managing a diverse range of operational, administrative, and governance tasks. Candidates should bring significant experience supporting senior executives within finance or operations, ideally within nonprofit organizations. The position entails more than traditional administrative duties and involves proactive project tracking, research, and aiding process enhancements. As a vital operational collaborator, you will ensure visibility into the VP’s workstreams, back governance committees, and aid effective communication among departments. The role promises growth in nonprofit finance and governance understanding while contributing to a mission-driven entity.

Responsibilities

• Monitor and update statuses for active projects under the VP’s oversight, identifying and flagging any risks.
• Create and maintain trackers, logs, and deadlines; liaise with department leads to meet timelines.
• Conduct preliminary research, prepare summaries, and develop briefing materials to assist decision-making.
• Draft and refine internal communications including memos, summaries, correspondence, and talking points per organizational standards.
• Support process improvement efforts through research, workflow documentation, and implementation assistance.
• Provide dedicated assistance to governance committees, organizing meetings, compiling materials, and recording minutes with accuracy.
• Work with finance colleagues on committee reports, financial summaries, and presentations ensuring detail and professionalism.
• Maintain calendars and track actions for governance committees to ensure timely follow-ups and materials distribution.
• Coordinate audit activities and financial operations by gathering documents, interfacing with finance staff, and preparing stakeholder reports.
• Process invoice routing, payment approvals, and expense reports within organizational financial systems.
• Manage the VP’s calendar, travel bookings, and related expense submissions.
• Facilitate communication across departments, follow up on action items, and support VP priorities.
• Handle electronic approvals, document routing, and maintain organized, secure filing systems.

Qualifications

• Bachelor’s degree in business, finance, public administration, or a related discipline preferred; Associate’s degree with substantial experience considered.
• At least 5 years supporting senior leadership in finance, operations, or administration roles (e.g., CFO, CAO, VP).
• Experience in the nonprofit sector is mandatory.
• Proven ability preparing governance or board materials including reports and formal minutes.
• Familiarity with Deltek Costpoint or similar ERP/financial systems is preferred.
• Interest or background in process improvement and data analysis.
• Project management skills and knowledge of project management software advantageous.
• Experience with procurement and knowledge of government compliance regulations preferred.
• Excellent written and verbal communication with a strong focus on accuracy and professionalism.
• Solid analytical skills to review data, identify trends, and communicate findings clearly.
• Proficiency in Microsoft 365 Suite (Word, Excel, PowerPoint, Outlook, Teams, Planner) and virtual meeting tools such as Zoom.
• Ability to juggle multiple priorities, monitor workstreams, and safeguard sensitive information.
• Strong interpersonal skills to collaborate effectively with senior staff, board members, and external partners.
• Self-driven, organized, dependable, and eager to engage in continuous learning and process improvements.
• Willingness to travel up to 20% based on organizational requirements.

Benefits

• Health insurance options including PPO and HDHP plans.
• Dental and vision insurance coverage.
• Employer-funded life insurance for employees and their families.
• Coverage including accidental death and short-term/long-term disability insurance.
• Participation in flexible benefit plans (125 Plan).
• Employee Assistance Program (EAP) offering personal and professional support.
• Retirement options including a Money Purchase Pension Plan (9% salary contribution) and a 403B plan.
• Paid time off through All Purpose Leave plus ten annual holidays.
• Educational assistance, paid training, and professional development opportunities.
• Eligibility for Public Service Loan Forgiveness under 501(c)(3) status.

Equal Opportunity Statement

NCSC is committed to creating a safe, inclusive, and equitable workplace. As an equal opportunity employer, we value diversity and consider all qualified applicants without discrimination based on any legally protected characteristic. We continuously strive to foster an environment of respect, inclusivity, and empowerment.