Executive Administrative Assistant

About The Role

The National Center for State Courts (NCSC) is seeking an experienced Executive Assistant (EA) to join its Finance & Administrative team. This pivotal role supports the Vice President of Finance & Administration by providing comprehensive operational assistance that extends beyond traditional administrative functions. The ideal candidate will possess a keen interest in nonprofit finance, operations, and governance, demonstrating a proactive approach to managing complex workstreams and supporting strategic initiatives.

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 senior executives in finance, operations, or administrative roles, preferably within nonprofit organizations
• Experience preparing governance or board materials, including reports and formal minutes
• Proficiency with financial systems such as Deltek Costpoint or comparable ERP platforms (preferred)
• Strong interest in process improvement, data analysis, and organizational efficiency
• Exceptional written and verbal communication skills, with high standards for accuracy and professional presentation
• Ability to review and analyze financial data, spreadsheets, and reports, identifying inconsistencies and anomalies
• Proactive learner with a curiosity about nonprofit finance, governance, and operational workflows
• Advanced proficiency in Microsoft 365 suite (Word, Excel, PowerPoint, Outlook, Teams, Planner)
• Experience with virtual collaboration tools such as Zoom and remote meeting coordination
• High level of discretion, judgment, and reliability handling sensitive information
• Strong interpersonal skills and the ability to work effectively with senior staff, board members, and external partners
• Excellent organizational skills with the ability to manage multiple priorities simultaneously
• Willingness and ability to travel approximately 20% of the time

Responsibilities

• Track and monitor active projects and initiatives across various functions, maintaining current status updates and flagging risks
• Develop and manage project trackers, action logs, and deadline registers; follow up with functional leads to ensure timely completion of commitments
• 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 according to NCSC standards
• Support process improvement initiatives by researching new tools, documenting workflows, and assisting with implementation efforts
• Provide dedicated support for governance committee activities, including coordinating meetings, assembling board packages, and taking accurate minutes
• Collaborate with finance team members to prepare reports, financial summaries, and presentation materials for internal and external audiences
• Coordinate audit preparations, document gathering, and liaise with finance staff to ensure smooth audit processes
• Manage scheduling and calendar coordination for the VP, including meeting preparation and follow-up
• Arrange travel logistics, process expense reports, and handle electronic approvals and document routing
• Facilitate effective communication across departments and external partners to ensure organizational priorities are met