{"schemaVersion":"jobsearcher.job.v1","id":"bb43a50fc2c1e810088e35c2","url":"https://jobsearcher.com/jobs/bb43a50fc2c1e810088e35c2","canonicalUrl":"https://jobsearcher.com/jobs/bb43a50fc2c1e810088e35c2","title":"Program Coordinator / Executive Coordinator","description":"Program Coordinator / Executive Coordinator – State Government | Natick, MASigma, 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 ResponsibilitiesExecutive Support & Calendar ManagementProvide 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 LiaisonServe 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 ManagementHandle 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 & PresentationsPrepare 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 OperationsAssist 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 QualificationsAt 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 SubstitutionsThe 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 & SkillsCandidates 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 RequirementsA current and valid motor vehicle operator's license may be required depending on the assignment.Preferred Candidate BackgroundsCandidates with experience in the following areas are encouraged to apply:Executive Assistant or Senior Executive AssistantExecutive Coordinator or Administrative CoordinatorProgram Coordinator or Program AdministratorPublic Administration or Government OperationsLegal Administration or Executive Office SupportConfidential Records and Document ManagementBoard Meeting and Committee CoordinationHuman Resources Administration and Labor Relations SupportPolicy, Procedure, and Regulatory DocumentationSenior-Level Stakeholder and Government RelationsContract DetailsPosition: Program Coordinator / Executive CoordinatorJob ID: 814421Client: Commonwealth of Massachusetts – Massachusetts Parole BoardLocation: 12 Mercer Road, Natick, MADuration: 6 MonthsWork Arrangement: Onsite","company":"Sigma","rawCompany":"sigma","city":"Natick","state":"MA","isRemote":false,"isActive":false,"createdAt":"2026-10-28T13:17:51.525Z","occupations":[{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"},{"code":"11-9151.00","title":"Social and Community Service Managers","slug":"social-and-community-service-managers"},{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"}],"industries":[{"code":"921190","title":"Other General Government Support","slug":"other-general-government-support"},{"code":"921110","title":"Executive Offices","slug":"executive-offices"},{"code":"921140","title":"Executive and Legislative Offices, Combined","slug":"executive-and-legislative-offices-combined"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Program Coordinator / Executive Coordinator","description":"Program Coordinator / Executive Coordinator – State Government | Natick, MASigma, 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 ResponsibilitiesExecutive Support & Calendar ManagementProvide 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 LiaisonServe 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 ManagementHandle 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 & PresentationsPrepare 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 OperationsAssist 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 QualificationsAt 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 SubstitutionsThe 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 & SkillsCandidates 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 RequirementsA current and valid motor vehicle operator's license may be required depending on the assignment.Preferred Candidate BackgroundsCandidates with experience in the following areas are encouraged to apply:Executive Assistant or Senior Executive AssistantExecutive Coordinator or Administrative CoordinatorProgram Coordinator or Program AdministratorPublic Administration or Government OperationsLegal Administration or Executive Office SupportConfidential Records and Document ManagementBoard Meeting and Committee CoordinationHuman Resources Administration and Labor Relations SupportPolicy, Procedure, and Regulatory DocumentationSenior-Level Stakeholder and Government RelationsContract DetailsPosition: Program Coordinator / Executive CoordinatorJob ID: 814421Client: Commonwealth of Massachusetts – Massachusetts Parole BoardLocation: 12 Mercer Road, Natick, MADuration: 6 MonthsWork Arrangement: Onsite","datePosted":"2026-10-28T13:17:51.525Z","dateModified":"2026-10-28T13:17:51.525Z","hiringOrganization":{"@type":"Organization","name":"Sigma","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Natick","addressRegion":"MA","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"bb43a50fc2c1e810088e35c2"},"url":"https://jobsearcher.com/jobs/bb43a50fc2c1e810088e35c2"}}