Event Operations Coordinator Jobs in Santa Rosa, CA

Summary of Position
The Retreat Coordinator is responsible for on-site administrative coordination of all retreat programs at Spirit Rock, including residential retreats, multi-day non-residential programs, day-long retreats, and drop-in programs. We are looking for an event professional with a background in logistical management and customer service. This role includes extensive public contact with practitioners, teachers, and other staff members.
Starting pay range (DOE): $29-32 per hour
This is a full-time, on-site position. No remote work is available.
Schedule
Flexible schedule: 4/10 hour day schedule, including one weekend day each week (Wed-Sat or Sun-Wed).
Benefits and Opportunities associated with this position

• Medical, Dental, and Vision health insurance
• 403b retirement
• Paid vacation, holiday, & sick time
• Spirit Rock retreat benefits
• Free healthy, organic lunches on work days
• Participation in Spirit Rock's staff dharma program
• 30% discount on all Spirit Rock bookstore purchases
• Employee Assistance Program (EAP): 8 free therapy sessions/year, plus coaching and resources for leadership development, child & elder care, legal and financial matters (extended to household members)
• Spirit Rock is set on 411 acres of oak woodlands and open meadow in West Marin, offering a rare, quiet landscape to work in.

• Broad Skill Range: Pre-program and on-site coordination for approximately 150+ programs, which range in complexity/scope from a two-month residential retreat to a two-hour non-residential program.
• Communication and Technology: public speaking is required (to the sangha). Professional phone, email, and text communication are required. Must be proficient in or able to learn various software and other IT systems quickly.
• Logistical Planning: Planning all retreat details including, but not limited to, coordinating welcome and guest check-in, meditation hall set-up, teacher travel and housing needs, practitioner rooming lists, special dietary needs, décor and musician coordination for special events, and AV support.
• Team Collaboration: coordinate with teachers, facilities, kitchen, and other Spirit Rock staff and departments as needed.
• Post-Retreat Needs: Reporting includes retreat debrief, volunteer report, teacher follow-up, internal communications, and financial tracking.
• Supervision: Train and supervise volunteer retreat staff; work with Spirit Rock's Volunteer Coordinator on best practices in volunteer recruitment and supervision.
• Office Management: Hold office hours during residential retreats and be available for teachers and practitioners for questions and administrative duties as needed. Research and shop for retreat supplies as needed.
• Audio-Visual: Work with the audio/visual technician to ensure and maintain the appropriate audio equipment needed for sound/recording. Work with sound technicians as needed for retreats, benefits, and special musical programs.
• Hybrid Retreats: coordinate with online operations to execute onsite and online retreat programs so teachers and practitioners have a quality experience regardless of whether they are in-person (on the land) or attending our retreat virtually.
• Maintain Retreat Center Beauty/Cleanliness: Monitor the campus daily for cleanliness and organization, as well as maintain the organization of storage areas. Complete caretaker maintenance requests for needed repairs, supplies, etc., and follow up to ensure completion of requests.

• Logistics: Primary pre-program contact for approximately 150+ programs yearly; responsible for ensuring teacher requests can be accommodated, including AV, room set-up needs, handouts, and administrative duties as requested.
• Onsite Support: Be consistently available for the teachers, coordinate messages and schedules, and perform retreat-related administrative office work, including practice meeting organization, scheduling and coordination.
• Marketing Support: Communicate enrollment to teachers and work with teachers at the end of their programs to help publicize their mailing list sign-ups and publications. Work with the Marketing & Communications department to ensure program flyers are current and on display and create ad hoc marketing flyers as needed.

• Quiet Support: Create and maintain an atmosphere conducive to teaching dharma retreats; graciously support teachers, participants, and volunteers; create a welcoming and supportive container for retreats while staying on top of retreat details. Ability to modulate energy level and behavior to fit in with the energy level of the retreat.
• Communication and Interpersonal Skills: required to communicate with a wide variety of individuals, including practitioners, teachers, vendors, and fellow staff members.
• Service-oriented: Ability to be patient, gracious, and supportive in sometimes difficult and stressful situations; previous experience with intense customer service roles a plus.
• Calm under Pressure: ensure practitioners are cared for in emergency situations, whether handled personally and/or with outside medical help as needed.

• Meetings: Participate in all required staff meetings, including regular one-to-one with the supervisor, monthly all-staff meetings, staff dharma sessions, annual staff retreat, and other staff meetings as requested.
• Training/Emergency Preparedness: CPR/First Aid training every two years and all other health and safety training as required.

• Three + years in event and retreat coordination. This role is suitable for a meeting and event professional with a background in hospitality and meeting management.
• Ability to juggle multiple tasks and remain detail-oriented.
• Excellent verbal and written communication skills.
• Flexible schedule: 4/10 hour day schedule, includes one weekend day each week (Wed-Sat or Sun-Wed).
• Must be able to work some evenings and be flexible in scheduling to cover retreats as needed.
• On-site presence is required for staff retreats.
• Excellent skills in MS Office, Outlook, G-suite, Slack, and Asana at a minimum.
• Experience supervising volunteers at events is strongly preferred.
• Familiarity with Spirit Rock program offerings is preferred.
• Familiarity with a retreat center environment is preferred.
• Experience with Retreat Guru or other registration software is a plus.
• Familiarity with Spirit Rock and meditation retreats is a plus.