Sr. Administrative Coordinator

Who We Are: KABOOM!•Bethesda, MD

7d•Hybrid

About The Position

KABOOM! is seeking a highly organized, proactive, and solutions-oriented Senior Administrative Coordinator to support the SVP of Play Operations and the broader community outreach, project management and innovation team. This is a high-impact role that blends executive support, project coordination, systems management, and operational logistics. The Senior Administrative Coordinator keeps the team grounded and focused amid fast‑moving work, bringing structure, clarity, and follow‑through that enables projects to progress smoothly, budgets to stay on track, and teams to do their best work. This role is ideal for someone who thrives in fast-paced environments, anticipates needs before they arise, and takes genuine pride in running things well. If you're the person who catches what falls through the cracks before anyone else notices, this role is for you.

Requirements

4+ years of experience in administrative coordination, executive support, or operations — ideally supporting a senior leader in a fast-paced environment.
Strong track record managing multiple competing priorities and deadlines without dropping the ball.
Proficiency in Salesforce, Microsoft Office Suite, Monday, Canva, and expense platforms such as Ramp or Concur.
Excellent written and verbal communication skills; able to draft clear, professional correspondence independently.
Strong follow-through and creative problem-solving ability.
Comfort handling sensitive and confidential information with discretion.
Ability to work independently, navigate ambiguity, and make sound judgment calls.

Nice To Haves

Experience in a nonprofit or field-based operations environment.
Familiarity with build or project-based workflows and logistics.
Comfort with community-facing communications and volunteer coordination.

Responsibilities

Manage and prioritize the VP's inbox, flagging urgent items and coordinating timely follow-ups.
Track deadlines, action items, and deliverables for the VP and team — ensuring nothing slips.
Schedule and coordinate meetings, prepare materials, and capture notes and next steps.
Support presentation development, executive briefings, and document preparation.
Complete expense reports, timesheets, and travel arrangements with accuracy and efficiency.
Provide logistics support for staff and contractor travel to builds and events.
Operate as a trusted, discreet partner to the VP — managing shifting priorities with calm and sound judgment.
Process applications from prospective partner organizations, assisting applicants with questions verbally and in writing.
Work closely with Community Outreach Managers to ensure applications are assigned to appropriate team members and the application pipeline stays current.
Use tools such as mySidewalk and GreatSchools to look up demographic information for applicants.
Support leadership in maintaining qualification metrics to ensure accuracy in application processing and strategic planning.
Partner with Marketing team to update website with current funding opportunities.
Track and close project files and project deliverables with strong attention to data integrity and completeness.
Upload and manage expenses across platforms including Salesforce and Ramp.
Maintain inventory of project collateral, tools, apparel, and activation kits.
Draft and place vendor orders for project materials and supplies.
Schedule travel for external contractors and support travel challenges as they arise across the team.
Package and ship materials for Design Days and Build Weeks.
Support build day logistics and provide real-time troubleshooting as needed.
Create Monday.com project boards.
Create recruitment flyers and Design Day and Build Day materials using Canva and related tools.
Set up and manage volunteer registration pages and event communications.
Respond to playspace maintenance inquiries, routing them to the appropriate teams.
Support outreach for in-kind donations via phone and email.
Conduct post-build follow-ups and coordinate survey collection.
Enter and maintain accurate Salesforce data across projects, budgets, and outreach activity.
Maintain team dashboards and generate internal reports on a regular cadence.
Support expense variance reviews and goal tracking for the VP and team.
Upload and manage documentation in Box and Salesforce with consistent naming and organization conventions.
Assist with budget tracking, reconciliation, and financial reporting.
Identify and implement improvements to reporting accuracy and workflow consistency.
Identify and resolve administrative workflow gaps before they become problems.
Coordinate effectively across Project Management, Development, Outreach, and Communications teams.
Serve as a reliable go-to point of contact for field support and day-of troubleshooting.
Support cross-team travel and logistics coordination for builds and activations.
Proactively surface and recommend process improvements that save time and reduce friction.