Executive Administrative Assistant, Finance & Administration

National Center for State Courts•Remote Work Eligible, VA

2d•Onsite

About The Position

The National Center for State Courts (NCSC) is seeking an experienced Executive Assistant (EA) to join its Finance & Administrative team. This role serves as a key operational partner to the VP of Finance & Administration, going beyond traditional administrative support. The EA will gain a deep understanding of nonprofit finance and operations, tracking workstreams, monitoring project progress, conducting preliminary research and analysis, and ensuring polished deliverables. This position is crucial for supporting the VP's oversight of Finance, HR, IT, Grants & Contracts, Compliance, and Facilities, and is the primary support for governance committee work, including the Finance, Audit, and Investment Committees. The EA is expected to own the quality of all communications and documents originating from the VP's office.

Requirements

Bachelor's degree in business, finance, public administration, or a related field preferred; Associate's degree with significant relevant experience considered.
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).
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.
Strong analytical instincts: able to review data, identify patterns, spot inconsistencies, and present findings clearly.
Genuinely curious about nonprofit finance, operations, and governance.
Comfortable working with financial data, spreadsheets, and reports; able to spot inconsistencies, errors, or anomalies.
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.
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 approximately 20%.

Nice To Haves

Nonprofit experience a plus.
Experience with Deltek Costpoint or comparable ERP/financial system preferred.
Experience with or genuine interest in process improvement and data analysis.
Comfortable adopting similar platforms as organizational needs evolve.

Responsibilities

Track active projects and initiatives across Finance, HR, IT, Grants & Contracts, Compliance, and Facilities, maintaining a current status view and flagging risks.
Develop and maintain project trackers, action logs, and deadline registers, following up with leads to ensure commitments are met.
Prepare preliminary analyses, research summaries, and briefing materials to support the VP's decision-making.
Draft and edit internal memos, talking points, correspondence, and executive summaries, ensuring all documents meet NCSC standards.
Support process improvement efforts by researching tools and approaches, documenting workflows, and assisting with implementation.
Provide dedicated support to the Finance, Audit, and Investment Committees, including coordinating logistics, assembling board packages, and taking minutes.
Collaborate with the Finance team on committee reports and financial summaries, reviewing drafts for accuracy and presentation.
Maintain a committee calendar and track action items to ensure follow-through.
Coordinate planning and document gathering for the Audit process with the Finance team.
Collaborate with the Finance team to collate financial reports and presentations for internal and board audiences.
Coordinate invoice routing, payment approvals, and expense report processing.
Support the VP's calendar management, ensuring thorough meeting preparation.
Coordinate with teams across Finance & Administration and other departments to facilitate information flow and track follow-up.
Arrange travel logistics and process expense reports.
Handle electronic approvals, document routing, and filing.