Sr. Administrative Coordinator

KABOOM!; Bethesda (MD); Hybrid; USD 79,027,000 - 85,761,000; Full time

Benefits offered by this job

403(b) retirement plan with employer 6

Annual bonus eligibility

Student Loan Assistance

Medical, dental, vision coverage

Life insurance

Wellness resources

EAP

PTO

12 holidays + 2 floating

Professional development

Job summary

KABOOM! is seeking a highly organized Senior Administrative Coordinator to support the SVP of Play Operations and the broader community outreach, project management, and innovation teams in Bethesda, MD.

This role blends executive support, project coordination, systems management, and logistics to keep budgets on track and projects advancing smoothly. The ideal candidate thrives in fast-paced environments, anticipates needs, and maintains calm under pressure while delivering clear, structured

Qualifications

• : 4+ years of experience in administrative coordination, executive support, or operations — ideally supporting a senior leader in a fast-paced environment.
• :

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.

Skills

Salesforce

MS Office

Monday.com

Canva

Expense platforms

Tools

Ramp

Concur

Job description

Who We Are:

KABOOM! is the national nonprofit committed to ensuring that every kid, in every community, has an amazing place to play. Our mission is to end playspace inequity – the reality that playspaces are not available to every child, especially in communities of color. We unite with communities to build kid-designed playspaces that can spark joy and foster a sense of belonging for the kids who are often denied opportunities to thrive.

What We Offer:

At KABOOM!, we believe in supporting your well-being, financial security, and professional growth. Our total rewards package includes:

• 403(b) retirement plan with up to 6% employer match
• Annual bonus eligibility based on team and individual performance
• Student Loan Assistance Program
• Comprehensive medical, dental, and vision coverage
• Life insurance, wellness resources, and Employee Assistance Program (EAP)
• Flexible and generous Paid Time Off (PTO)
• 12 paid holidays plus 2 floating holidays
• Opportunities for professional development

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.

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.

What You’ll Do:

Executive & Administrative Support

• 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.

Project Coordination & Operations

• 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.

Volunteer & Outreach Support

• 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.

Data, Reporting & Systems Management

• 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.

Cross‑Functional & Team Coordination

• 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.

What You’ll Bring:

Required

• 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 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.

Ideal Candidate Attributes

• The ideal candidate brings more than strong administrative skills — they bring a mindset. The Senior Administrative Coordinator who will thrive in this role is:
• Highly organized and detail‑oriented — nothing gets missed, and everything has a home.
• Proactive and anticipatory — they solve problems before being asked.
• Calm under pressure — fast‑moving environments energize rather than overwhelm them.
• A strong cross‑team collaborator — they build trust across departments and communicate clearly.
• Mission‑connected — they care about KABOOM!'s work and bring that energy to everything they do.

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. This means we do not discriminate against any job applicant or employee because of their race, ethnicity, color, religion, national origin, sex, disability status, genetics, protected veteran status, gender identity or expression, sexual orientation, age, or any other characteristic protected by federal, state or local laws. This applies to all terms and conditions of employment.

We actively strive and evolve to develop and maintain fully inclusive workspaces. We encourage candidates from underrepresented groups to apply.

Note:

The physical demands described here are representative of those associated with this position and may be necessary to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description does not constitute an employee agreement between the employer and the employee: this description is subject to change by the employer as the needs and requirements of the position change.