Sr. Administrative Coordinator

About the role

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.

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, assist 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.
• Packaging and shipping materials for Design Days and Build Weeks.
• 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.
• Coordinate 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.
• Aid in 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.
• Cross-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.
• Proactively surface and recommend process improvements that save time and reduce friction.

Qualifications

• 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.

Preferred Experience

• Familiarity with build or project-based workflows and logistics.
• Comfort with community-facing communications and volunteer coordination.

Other Position Details

• This position is full-time.
• Location: Bethesda, Maryland, with a hybrid schedule requiring in-office presence three days per week.
• Travel Required: Occasional travel to local build days, Design Days, and field events as needed.
• Compensation: $27.58- $29.93 per hour.
• Equal Opportunity Statement: Building an inclusive, high-performing team that is diverse across lines of personal identity is integral to our success and we are proud to be an equal-opportunity employer.