Executive Administration Assistant (CFO/CAO)

Executive Administration Assistant (CFO/CAO)

Salary: USD 68640.00 - 85800.00 yearly

PUBLISHED: July 30, 2026

EXPIRY: August 21, 2026

Remote

Williamsburg, Virginia

[Full Time](https://careers.councilofnonprofits.org/job-type/full_time/)

Administrative Executive Finance

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

• 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

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