Executive Administration Assistant

About the Company

The National Center for State Courts (NCSC) is a distinguished organization committed to advancing the administration of justice through innovative research, education, and consulting services. Comprising a dedicated community of researchers, practitioners, educators, and consultants, NCSC collaborates closely with judicial officers and justice system stakeholders to address complex societal issues. The organization’s reputation for trusted leadership and impartiality positions it as a pivotal force in shaping fair, effective, and accessible courts across the nation. NCSC’s work encompasses a broad spectrum of initiatives aimed at improving court processes, governance, and community safety, fostering equitable justice for all. To learn more about NCSC’s mission, values, and ongoing projects, visit NCSC.org.

About the Role

We are seeking an experienced Executive Administrative Assistant to join our Finance & Administrative team. This full-time, remote-optional position plays a critical role in supporting the Vice President of Finance & Administration by managing a diverse range of operational, administrative, and project-related responsibilities. The ideal candidate will have a strong background supporting senior executives within finance or operations, particularly in a nonprofit environment. This role extends beyond traditional administrative duties, requiring proactive engagement with multiple functional areas including Finance, Human Resources, IT, Grants & Contracts, Compliance, and Facilities. The Executive Assistant will serve as a trusted partner to the VP, facilitating communication, tracking workstreams, preparing reports, and ensuring the smooth execution of governance and operational activities. The position offers an opportunity to gain in-depth exposure to nonprofit financial management, governance processes, and organizational strategy, making it ideal for candidates with a genuine interest in nonprofit operations and a commitment to excellence in administrative support.

Qualifications

• Bachelor’s degree in business, finance, public administration, or a related field (or equivalent experience)
• Minimum of 5 years supporting senior executives in finance, operations, or administrative roles
• Experience working within a nonprofit organization required
• Proven ability to prepare governance materials, including reports and formal minutes
• Experience with financial systems such as Deltek Costpoint or similar ERP platforms preferred
• Strong interest in process improvement, data analysis, and project management
• Excellent written and verbal communication skills
• Proficiency in Microsoft 365 Suite (Word, Excel, PowerPoint, Outlook, Teams, Planner)
• Comfortable working with financial data, spreadsheets, and reports
• Ability to manage multiple priorities and work independently with high discretion
• Willingness to travel up to 20% for organizational needs

Responsibilities

• Track and monitor active projects and initiatives across multiple functions, maintaining current status updates and flagging risks
• Develop and maintain project trackers, action logs, and deadline registers, following up with functional leads to ensure timely completion
• Prepare preliminary analyses, research summaries, and briefing materials to support the VP’s decision-making process
• Draft, edit, and format internal memos, correspondence, talking points, and executive summaries to meet organizational standards
• Support process improvement initiatives by researching tools, documenting workflows, and assisting with implementation efforts
• Provide dedicated support for governance committees, including coordinating meetings, assembling and distributing board packages, and taking professional minutes
• Collaborate with the Finance team on committee reports, financial summaries, and presentation materials, ensuring accuracy and professionalism
• Coordinate audit and financial operations activities, including document gathering, report review, and liaising with the Finance team
• Assist with invoice routing, expense approvals, and financial reporting using organizational systems
• Manage the VP’s calendar, prepare for meetings, and facilitate cross-departmental communication
• Arrange travel logistics and process related expense reports
• Handle document routing, electronic approvals, and filing to ensure organizational compliance and efficiency

Benefits

• Comprehensive health insurance options including PPO and HDHP plans
• Dental and vision insurance coverage
• Employer-paid life insurance for employees and their families
• Accidental death and disability insurance
• Participation in retirement plans, including a Money Purchase Pension and 403B options
• Paid time off including all-purpose leave and holidays
• Employee Assistance Program for personal and professional support
• Educational assistance and paid training opportunities
• Eligibility for Public Service Loan Forgiveness under 501(c)(3) status
• Annual performance reviews and opportunities for professional growth

Equal Opportunity

NCSC is an equal opportunity employer committed to fostering an inclusive environment for all employees and applicants. We value diversity and are dedicated to providing equal employment opportunities regardless of race, color, religion, sex, national origin, age, disability, veteran status, or other protected categories. We encourage individuals from diverse backgrounds to apply and join our mission to promote justice and fairness in the judicial system.