Executive Administrative Assistant

National Center for State Courts • Full-time • $68.64k - $74k / year • 2m ago

Job Summary

Who We Are

The National Center for State Courts (NCSC) is a community of dedicated researchers, consultants, and former practitioners who drive innovation and progress 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.

NCSC delivers its services in many ways, but there are four main pillars of that delivery that set us apart as an organization: data quality, governance and analysis; reengineering of court processes; strategic foresighting; and leadership and governance. To learn more about NCSC, visit NCSC.org

NCSC is seeking qualified candidates to fill the Executive Administrative Assistant role. Reporting to NSC's CLO and CFO, the Executive Administrative Assistant (EA) provides highly skilled and proactive administrative support. Working in a dynamic environment, the EA partners with the CLO and CFO to manage priorities and deadlines, working collegially to anticipate needs. The EA collects information, prepares meeting agendas, distributes materials, develops presentations, monitors tasks, and assists with calendar management. The EA has responsibility for compiling materials for the board of directors’ book that is distributed to board members before each board meeting, including the preparation of board and committee meeting minutes. This role facilitates communication between the CLO and CFO with senior executives and key stakeholders, including board members, constituents, and community partners. The role also collaborates closely with members of the executive team to carry out the activities of the Office of the President. This position requires the ability to handle details of a highly confidential and critical nature, to work under time-sensitive deadlines, and to demonstrate sound judgment and decision-making while under pressure.

Duties and Responsibilities

Demonstrates conduct that upholds the basic Core Values of NCSC
Contributes to and provides support for the operations of the Office of the President; provides direct support to the CLO and the CFO; contributes to and provides support for the Legal Services team
Manages tasks and timelines for productivity and timeliness, develops meeting agendas, prepares and distributes materials, monitors progress on action items toward meeting established project deadlines, and liaises with colleagues across the organization on priorities
Serves as liaison between the CLO and CFO and senior executives, the board of directors, key constituent groups and associations (including CCJ and COSCA), external stakeholders, businesses, and members of the public
Provides all necessary support for preparation and maintenance of the board of directors’ and corporate records, including:
- preparing, proofing, and filing minutes
- preparing resolutions for action by the Board
- filing records of official action to include electronic votes
- updating the Articles of Incorporation, bylaws, board rosters, biographies, terms, committee assignments, and calendars

Provides all necessary support for multiple board committees, including but not limited to:
- Coordinating meeting dates and times
- hosting conference calls and virtual and in-person meetings
- preparing and distributing meeting agendas and materials
- preparing, distributing, and maintaining meeting minutes
Compiles and assembles materials for the board of directors’ book that is distributed to board members before each board meeting; compiles and assembles materials for the board of directors’ orientation and reference manual, and provides orientation meeting support
Assists with preparing international documentation for initiation of NCSC Field Offices and bank accounts, including updating and distributing records for confirmation of annual corporate registration
Provides support to the Accounting Department during the collection of data for the annual audit
Receives and organizes communications, including mail, telephone calls, email messages, and meeting requests; identifies items that require priority attentio
Arranges in-person and virtual meetings, including polling committees, scheduling, and hosting in-person and virtual meetings
Collects, reviews, organizes, prepares, formats, and edits correspondence, materials, executive summaries, and presentations for discussions with senior executives and presentations to stakeholders; prepares for meetings through research, briefing materials, and agenda planning
Coordinates hard copy and electronic approvals/signatures, including providing notary services for corporate documents and forms
Maintains the CLO’s and CFO’s contact lists with up-to-date information, including contacts for board and committee members
Coordinates and processes registrations, travel logistics, and expense reports using online platforms; processes, codes, and routes invoices and credit card transactions promptly for payment
Compiles and assembles materials for the board of directors’ book that is distributed to board members before each board meeting; compiles and assembles materials for the board of directors' orientation and reference manual

Qualifications

Associate’s degree in business, public administration, or judicial administration preferred
5+years’experienceproviding “C-suite” executive support, or office management experience
Experience working with a board of directors, city council, county board of supervisors, or similar governing bodies, preferred

Additional skills & abilities:

Notary Public, or the ability to become a Notary Public
Advanced skills in MS Office: Outlook, Word, Excel, and PowerPoint
Experience hosting meetings using MS Teams and Zoom
Ability to learn new databases and/or systems
Exceptional verbal and written communication skills
Ability to prioritize competing tasks in a fast-paced environment with high attention to detail and accuracy
Ability to synthesize materials and create executive summaries
Strong interpersonal skills and ability to work both collaboratively in a team environment and independently
Demonstrates a high degree of independent judgment, discretion, critical thinking, and creativity in problem-solving
Embraces a continuous improvement mindset and demonstrates curiosity
Ability to adjust to changing circumstances and priorities and to work under pressure
Demonstrates self-motivation, organizational skills, and reliability
Ability to use and troubleshoot office equipment such as a printer
Ability to travel overnight from time to time
Proficiency with CostPoint is desirable

Additional Information

Benefits

NCSC is proud to provide a comprehensive benefits package for our regular full-time and regular part-time employees, consisting of:

Insurance

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

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

Paid Time Off

All Purpose Leave (APL)
Paid Holidays (10)

Other Benefits

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 ranges from $68,640 to $74,000. Placement within the range will be based on education, experience, and other job-related qualifications.

Join our Team!

Applications are due by October 6, 2025. To apply, please submit:

A completed NCSC application
Your resume
A cover letter

Please also include professional references only, with at least one from a current or former supervisor.

NCSC is an equal opportunity/disability/veteran employer.

NCSC is proud to provides a comprehensive benefits package for our regular full-time and regular part-time employees consisting of:

Insurance