Executive Administration Assistant - Remote

About The Company

The National Center for State Courts (NCSC) is a distinguished organization dedicated to advancing justice and improving court systems across the nation. Comprising a community of expert researchers, consultants, educators, and former practitioners, NCSC is committed to fostering innovation and providing trusted leadership in the justice sector. The organization collaborates closely with judicial officers and stakeholders to address complex societal issues, promote fair and impartial courts, and ensure communities are just, free, and safe. With a reputation built on integrity and excellence, NCSC offers a dynamic environment where impactful work contributes to the betterment of the justice system. To learn more about NCSC’s initiatives and leadership, 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 vital role in supporting the Vice President of Finance & Administration by managing a broad spectrum of operational, administrative, and governance-related responsibilities. The ideal candidate will have a strong background supporting senior executives within finance or operations, preferably in a nonprofit setting. This role extends beyond traditional administrative duties, requiring proactive engagement with project tracking, research, and process improvement initiatives. The Executive Assistant will serve as a key operational partner, ensuring the VP’s workstream visibility, supporting governance committee activities, and facilitating effective communication across multiple departments. This position offers an opportunity to deepen your understanding of nonprofit finance, governance, and organizational workflows while contributing to a mission-driven organization.

Qualifications

• Bachelor’s degree in business, finance, public administration, or a related field preferred; an Associate’s degree with significant relevant experience will be considered
• Minimum of 5 years supporting a senior executive in finance, operations, or administrative capacities (e.g., CFO, CAO, VP)
• Experience working within a nonprofit environment is required
• Proven experience in preparing governance or board materials, including reports and formal minutes
• Familiarity with Deltek Costpoint or comparable ERP/financial systems is preferred
• Interest or experience in process improvement and data analysis
• Project management experience and knowledge of project management tools are advantageous
• Experience with procurement processes and government compliance preferred
• Exceptional written and verbal communication skills, with high attention to accuracy and professionalism
• Strong analytical skills, with the ability to review data, identify patterns, and present findings clearly
• Proficiency in Microsoft 365 Suite (Word, Excel, PowerPoint, Outlook, Teams, Planner) and virtual meeting platforms like Zoom
• Ability to manage multiple priorities, track workstreams, and maintain discretion with sensitive information
• Strong interpersonal skills and the ability to work effectively with senior staff, board members, and external partners
• Self-motivated, organized, and reliable, with a proactive approach to learning and process improvement
• Willingness and ability to travel up to 20% for organizational needs

Responsibilities

• Track and monitor active projects and initiatives across the VP’s portfolio, maintaining current status updates and flagging potential risks
• Develop and maintain project trackers, action logs, and deadline registers; follow up with functional leads to ensure timely completion
• Prepare preliminary analyses, research summaries, and briefing materials to support decision-making processes
• Draft, edit, and format internal memos, executive summaries, correspondence, and talking points according to organizational standards
• Support process improvement initiatives by researching tools, documenting workflows, and assisting with implementation
• Provide dedicated support to governance committees, including coordinating meetings, assembling and distributing board materials, and taking accurate minutes
• Collaborate with finance team members on committee reports, financial summaries, and presentation materials, ensuring accuracy and professionalism
• Maintain committee calendars and action item trackers, ensuring follow-through and timely distribution of materials
• Coordinate audit and financial operations, including gathering documentation, liaising with finance staff, and preparing reports for internal and external stakeholders
• Assist with invoice routing, payment approvals, and expense report processing using organizational financial systems
• Manage the VP’s calendar, coordinate travel arrangements, and process associated expense reports
• Facilitate cross-departmental communication, track follow-up items, and support the VP’s priorities
• Handle electronic approvals, document routing, and filing to ensure organized and secure recordkeeping

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 insurance and short-term & long-term disability coverage
• Participation in the 125 Plan for flexible benefits
• Employee Assistance Program (EAP) for personal and professional support
• Retirement plans including a Money Purchase Pension Plan (9% of salary) and a 403B option
• Paid time off including All Purpose Leave (APL) and ten paid holidays annually
• Educational assistance, paid training, and development opportunities
• Eligibility for Public Service Loan Forgiveness under 501(c)(3) status