[Remote] Executive Administrative Assistant, Finance & Administration

Note: The job is a remote job and is open to candidates in USA. The National Center for State Courts (NCSC) is a community of dedicated professionals focused on innovation in courts and justice systems. They are seeking an experienced Executive Administrative Assistant to support the VP of Finance & Administration, overseeing project tracking, document preparation, and governance committee support.

Responsibilities

• 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
• 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
• 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
• 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

Skills

• 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
• 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
• Bachelor's degree in business, finance, public administration, or a related field preferred; Associate's degree with significant relevant experience considered
• Experience with Deltek Costpoint or comparable ERP/financial system preferred

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)

Company Overview