Program Coordinator / Executive Coordinator – State Government | Natick, MA

Job ID: 814421
Company: Sigma, Inc.
Client: Commonwealth of Massachusetts – Massachusetts Parole Board
Location: 12 Mercer Road, Natick, MA
Job Type: Contract – 6 Months
Work Arrangement: Onsite

Job Overview

Sigma, Inc. is seeking an experienced Program Coordinator / Executive Coordinator to support the Chair and Board Members of the Massachusetts Parole Board, an agency within the Commonwealth of Massachusetts Executive Office of Public Safety and Security (EOPSS).

This is a high-level administrative and program coordination role requiring exceptional organizational skills, discretion, sound judgment, and the ability to manage complex executive schedules, confidential communications, and sensitive administrative matters. The successful candidate will serve as a key liaison between the Chair, Board Members, senior agency leadership, legal counsel, government officials, and external stakeholders.

The ideal candidate will have a background in executive support, program administration, public administration, business administration, or government operations, with experience handling confidential documents, preparing executive briefings, coordinating meetings, and supporting senior leadership in a fast-paced environment.

This position requires onsite work at 12 Mercer Road in Natick, Massachusetts.

Key Responsibilities

Executive Support & Calendar Management

• Provide high-level executive and administrative support to the Parole Board Chair and Board Members.

• Manage complex calendars, executive schedules, email correspondence, phone calls, visitors, and competing priorities.

• Screen and prioritize communications from internal and external stakeholders, ensuring important matters receive timely attention.

• Coordinate meetings, appointments, travel arrangements, itineraries, and executive preparation time.

• Anticipate scheduling conflicts, resolve competing demands, and help optimize executive productivity.

Program Coordination & Government Liaison

• Serve as a primary liaison between the Chair, Board Members, agency leadership, and stakeholders across the Executive, Judiciary, and Legislative branches of government.

• Coordinate communications with other government agencies, law enforcement organizations, private vendors, and external partners.

• Support administrative processes associated with parole decision-making and Board operations.

• Coordinate training sessions and related administrative activities for Board Members.

• Assist with program planning, coordination, implementation, and process improvement initiatives.

Confidential Information & Records Management

• Handle sensitive and confidential personnel, labor relations, and administrative matters with the highest level of discretion.

• Coordinate confidential communications and documentation involving the Chair, Executive Director, General Counsel, and Human Resources leadership.

• Assist with documentation related to employee complaints, union grievances, disciplinary matters, and settlement agreements.

• Organize, maintain, and prioritize agency records and files for retention and archiving in accordance with applicable policies and state laws.

• Maintain accurate records while safeguarding sensitive information and ensuring appropriate handling of confidential documents.

Meetings, Executive Sessions & Presentations

• Prepare agendas, briefing materials, presentations, reports, and supporting documentation for executive meetings, conferences, and legislative hearings.

• Assist the Chair and General Counsel with coordinating confidential executive sessions involving Board Members and parole decisions.

• Ensure relevant records and hearing information are organized and accessible during meetings.

• Attend meetings, committees, and agency events as needed, including occasional events outside regular business hours.

• Coordinate follow-up activities, action items, and communications arising from executive meetings.

Policy, Procedures & Administrative Operations

• Assist the Chair with developing, implementing, reviewing, and updating agency regulations, policies, and procedures.

• Review and draft administrative documents as needed.

• Support administrative processes related to personnel, purchasing, requisitions, budget coordination, and agency reporting, as applicable.

• Apply established policies, procedures, regulations, and guidelines to assigned activities.

• Provide administrative direction and task coordination to supporting staff as delegated by the Chair.

• Perform additional program coordination and executive support duties as required.

Required Qualifications

• At least three years of full-time or equivalent part-time professional, administrative, or managerial experience in business administration, business management, or public administration, with primary responsibilities involving program management, program administration, program coordination, program planning, or program analysis; or an equivalent combination of qualifying experience and permitted education substitutions.

• Strong experience in administrative coordination, executive support, program operations, or a related professional field.

• Excellent organizational, time management, prioritization, and problem-solving skills.

• Demonstrated ability to handle confidential information with discretion and sound judgment.

• Strong written and verbal communication skills, including professional correspondence, report preparation, and stakeholder communication.

• Ability to gather, analyze, organize, and maintain information from records, documents, and multiple sources.

• Ability to prepare executive briefings, reports, presentations, and other administrative materials.

• Ability to establish and maintain productive working relationships with senior leaders, colleagues, government representatives, and external stakeholders.

• Ability to adapt to changing priorities, resolve scheduling conflicts, and manage time-sensitive assignments.

• Ability to follow written and verbal instructions and communicate procedures clearly.

• Willingness and ability to work onsite in Natick, MA.

Education & Experience Substitutions

The Commonwealth's stated minimum entrance requirements permit the following education substitutions:

• A bachelor's degree in business administration, business management, or public administration may substitute for up to two years of the required experience.

• A graduate degree in business administration, business management, or public administration may substitute for the required experience.

• A bachelor's degree or higher in another field may substitute for up to one year of the required experience.

• Education toward a qualifying degree may be prorated according to the portion of the degree requirements completed.

No substitutions are permitted for any separately required experience specified under the applicable entrance requirements.

Additional Knowledge & Skills

Candidates should demonstrate the ability to:

• Interpret and apply organizational policies, procedures, rules, and regulations.

• Understand administrative processes, agency operations, and records management practices.

• Maintain accurate documentation and organize information according to established procedures.

• Prepare clear, concise reports, charts, tables, and presentations.

• Exercise sound judgment when handling sensitive personnel or administrative matters.

• Communicate effectively with diverse stakeholders and maintain professional relationships.

• Coordinate work assignments, support training activities, and assist with staff supervision when required.

• Adapt to changing operational requirements and urgent priorities.

Knowledge of public-sector personnel administration, state budgetary procedures, purchasing and requisitioning, accounting terminology, and government operations is beneficial.

License Requirements

A current and valid motor vehicle operator's license may be required depending on the assignment.

Preferred Candidate Backgrounds

Candidates with experience in the following areas are encouraged to apply:

• Executive Assistant or Senior Executive Assistant

• Executive Coordinator or Administrative Coordinator

• Program Coordinator or Program Administrator

• Public Administration or Government Operations

• Legal Administration or Executive Office Support

• Confidential Records and Document Management

• Board Meeting and Committee Coordination

• Human Resources Administration and Labor Relations Support

• Policy, Procedure, and Regulatory Documentation

• Senior-Level Stakeholder and Government Relations

Contract Details

• Position: Program Coordinator / Executive Coordinator

• Job ID: 814421

• Client: Commonwealth of Massachusetts – Massachusetts Parole Board

• Location: 12 Mercer Road, Natick, MA

• Duration: 6 Months

• Work Arrangement: Onsite