Project Coordinator

The Executive Coordinator focuses on the Chair’s strategic needs, exercising higher autonomy and decision-making authority in handling daily operations, meeting preparation, including acting as the Chair’s stakeholder liaison to other agencies in the Executive, Judiciary, and Legislative branch of government. The Executive Coordinator has an obligation not to disclose sensitive information accessed through the execution of their job duties while working in a confidential capacity.

Also, acts as the lead executive assistant to the administrative assistant.

• Provide high-level executive support, acting as a liaison between the chair, board members, and external stakeholders to facilitate the parole decision-making process.
• Gatekeeping and communication for the Parole Board Chair which includes calendar and email management, screens communication from internal and external stakeholders, organizing and presenting information to the Chair, including handling phone calls and visitors.
• Manage the Chair’s daily schedule, optimizing productivity by organizing, prioritizing, resolving conflicts, and ensuring necessary prep time to meet the Chair’s stated goals, and coordinating itineraries and travel logistics.
• Organizes and facilitates events sponsored by the Chair, and attends meetings, committees, and all other necessary events to assist the Chair as appropriate. May be required to travel for these meetings, and some may occur after work hours.
• Handling of confidential staff/union related communications and documents between the Chair, Executive Director, General Counsel, and Director of Human Resources, including investigation of complaints against employees, union grievances and demands to bargain, disciplinary matters, and settlement agreements.
• Assist the Chair in the development, implementation, and annual review of Parole Board regulations, policies, and procedures process, including reviewing and drafting of documents as necessary.
• Assist the Chair and General Counsel in managing Executive Sessions (confidential process of deliberating parole decisions) with Board Members, including agenda preparation, real-time access to inmate record and parole hearing information, and documentation as appropriate.
• Process, organize, and record documents and files to prioritize for archiving purposes pursuant to agency policy and state law.
• Preparing briefings, presentations, and reports for meetings, conferences, and legislative hearings.
• Coordination of training for all Board Members.
• Provide high-level executive support to all Board Members to facilitate the parole decision-making process.
• At the Chair’s discretion, communicate prioritized tasks to the Executive Assistant who provides administrative support to all Board Members.
• Serve as the Chair’s liaison to other agencies in the Executive, Judiciary, and Legislative branch of government, the public, various private vendors, and local and federal law enforcement agencies to receive/exchange information and/or to resolve problems.
• Perform other related duties as required.

• Knowledge of work simplifications methods.
• Knowledge of the methods used in the preparation of charts, graphs and tables.
• Knowledge of the methods of general report writing.
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures etc. governing assigned unit activities.
• Ability to analyze and determine the applicability of personnel data, to draw conclusions, and make appropriate recommendations.
• Ability to gather information by examining records and documents and through observing and questioning individuals.
• Ability to assemble items of information in accordance with established procedures
• Ability to determine proper format and…