Executive Administration Assistant (CFO/CAO)

National Center for State Courts; Williamsburg (VA); On-site; USD 68,640 - 85,800; Full time

Benefits offered by this job

Medical Insurance

Vision Insurance

Life Insurance

Disability

403B

Paid Time Off

Education Assistance

Training & Development

Public Service Loan Forgiveness

Job summary

National Center for State Courts (NCSC) seeks an experienced Executive Administrative Assistant to join the Finance & Administrative team in Virginia. The EA will support a senior executive (CFO/CAO/VP, Finance & Administration) and serve as a key operational partner to the VP of Finance & Administration.

The role expands beyond traditional admin duties, including governance work, project tracking, and cross‑functional coordination with HR, IT, Grants, Compliance, and Facilities.

Qualifications

• Bachelor’s degree preferred; associate degree with significant relevant experience considered.
• Minimum 5 years of experience supporting a senior executive in finance, operations, or administrative capacity (e.g., CFO, CAO, or VP of Finance & Administration).
• Experience within a nonprofit environment required.
• Experience preparing governance or board materials, including reports and formal minutes.
• Experience with Deltek Costpoint or comparable ERP/financial system preferred.
• Experience with or genuine interest in process improvement and data analysis.
• Project management experience and familiarity with project management tools preferred.
• Experience with Procurement Processes and government procurement compliance preferred.

Responsibilities

• Tracks active projects and initiatives across VP’s portfolio, maintaining current status and flagging at risk items.
• Develops and maintains project trackers, action logs, and deadline registers; follows up with leads to keep commitments.
• Prepares analyses, summaries, and briefing materials to support decision-making; synthesizes information clearly.
• Drafts and edits internal memos and executive summaries; formats documents to NCSC standards.

Skills

Communication skills

Analytical thinking

Discretion

Organizational skills

Travel willingness

Education

Bachelor’s degree in business/related field

Associate’s degree with relevant experience

Tools

Microsoft 365

Deltek Costpoint

Zoom

Job description

NCSC is looking for an experienced Executive Administrative Assistant to join our Finance & Administrative team. Qualified candidates must have experience supporting a senior executive in finance or operations, such as a CFO, CAO, or VP, Finance & Administration. The Executive Assistant (EA) serves as a key operational partner to the VP of Finance & Administration.

Description

Who We Are
The National Center for State Courts (NCSC) is a community of dedicated researchers, consultants, educators, and former practitioners who drive innovation and advancement in courts and justice systems. NCSC’s reputation for trusted leadership allows us to work alongside top judicial officers to examine some of the most complex and significant issues facing society. Our team of experts and court leaders are deeply committed to advancing just, free, and safe communities. To learn more about NCSC, visit NCSC.org
NCSC is looking for an experienced Executive Administrative Assistant to join our Finance & Administrative team. Qualified candidates must have experience supporting a senior executive in finance or operations, such as a CFO, CAO, or VP, Finance & Administration. The Executive Assistant (EA) serves as a key operational partner to the VP of Finance & Administration, with responsibility that goes well beyond traditional administrative support. This role is designed for someone genuinely interested in how nonprofit finance and operations work — someone who wants to understand the details, not just manage the logistics. The EA helps the VP maintain visibility across a broad portfolio that includes Finance, HR, IT, Grants & Contracts, Compliance, and Facilities by tracking workstreams, monitoring project progress, conducting preliminary research and analysis, and making sure deliverables reach the right people in polished, professional form. The EA is the VP's primary support on governance committee work, including the Finance, Audit, and Investment Committees, and takes ownership of the quality of every document or communication that comes from this office.
Trusted Leadership. Proven Solutions. Fair and Impartial Courts.
Duties and Responsibilities
Project Oversight & Operational Support

• 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

Governance Committee Support

• 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

Audit & Financial Operations Support

• 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

Executive & Administrative Coordination

• 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

Qualifications

• 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)
• Experience within a nonprofit environment required
• Demonstrated experience preparing governance or board materials, including reports and formal minutes
• Experience with Deltek Costpoint or comparable ERP/financial system preferred
• Experience with or genuine interest in process improvement and data analysis
• Project management experience and familiarity with project management tools preferred.
• Experience with Procurement Processes and government procurement compliance preferred.

Additional Skills and Abilities

• 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

Additional Information
Benefits
Insurance

• Medical Insurance: PPO, HDHP options (HMO option for VA residents)
• Vision Insurance
• Employer Paid Life Insurance for Employee + Family
• Employer Paid Short-Term & Long-Term Disability
• 125 Plan
• Employee Assistance Program

Retirement

• Retirement: Money Purchase Plan Pension account (9% of salary)
• Retirement Option: 403B

Paid Time Off

• All Purpose Leave (APL)
• Paid Holidays (10)

Other Benefits

• Annual Performance Review
• Education Assistance
• Paid Training and Development
• Qualifying Employer for the Public Service Loan Forgiveness under 501(c)(3)

The annual starting salary for this role is between $68,640 – $85,800. Factors that affect starting pay within the range include education, experience, and other qualifications as it relates to the position.

Join our Team!

This position closes August 21, 2026.

NCSC is an equal opportunity/disability/veteran employer.

Committed to Diversity, Equity & Inclusion