Retreat Operations Associate

Job Description

Job Description

General Information

Title: Retreat Operations Associate

Employment Type: Part-time

Reports To: Operations & Facilities Manager

Compensation: $22.00 per hour

Location: Big Bear, California

Position Summary

The Retreat Operations Associate serves as a key support role for the Facilities, Housekeeping, and Operations teams at Big Bear Retreat Center (BBRC). Working closely with the Operations & Facilities Manager, this position helps ensure retreats run smoothly by coordinating schedules, organizing team tasks, tracking inventory, and preparing the campus for incoming groups.

This role is ideal for someone who is highly organized, proactive, detail-oriented, and enjoys working behind the scenes to create exceptional guest experiences. The ideal candidate is a strong communicator and systems thinker who can manage multiple priorities, improve operational processes, and help ensure every retreat is thoughtfully prepared from arrival through departure.

About Big Bear Retreat Center

Big Bear Retreat Center (BBRC) is a retreat destination located on approximately 100 acres in the San Bernardino National Forest, bordering an additional 800 acres of protected forest. Founded in 2018, BBRC was envisioned as a Southern California destination for residential meditation retreats.

While silent meditation retreats remain our primary offering, our mission also includes providing retreat space for mission-aligned organizations and making retreats accessible to people who might not otherwise have the opportunity to experience them.

BBRC hosts meditation, dharma, and respite retreats, along with retreats for nonprofit organizations and other mission-aligned groups. We have partnered to offer inclusive retreats, including retreats for BIPOC communities, LGBTQIA+ participants, first responders, veterans, and mindfulness communities.

Located just 2.5 hours from Los Angeles at 7,000 feet elevation, BBRC offers a peaceful mountain setting with four distinct seasons near Big Bear Lake.

Mission

Big Bear Retreat Center is a residential retreat center that provides space for mindfulness, respite, and healing to foster individual and collective transformation and illuminate our connection with nature, one another, and society.

Key ResponsibilitiesOperational Coordination

• Assist the Operations & Facilities Manager with retreat preparation and operational planning.
• Coordinate schedules across the Facilities, Housekeeping, and Operations teams.
• Track retreat timelines and task completion to ensure campus readiness.
• Organize arrival-day preparation plans and support smooth retreat transitions.
• Identify operational needs, proactively resolve issues, and coordinate with staff to ensure retreats run smoothly.

Inventory & Supply Management

• Track inventory for housekeeping, facilities, office, gift shop, and honor store supplies.
• Maintain organized storage areas.
• Assist with ordering, restocking, and monitoring inventory levels.
• Monitor usage trends and help forecast future supply needs.

Campus & Retreat Preparation

• Conduct pre-arrival inspections of cabins, buildings, and retreat spaces.
• Support campus turnover between retreats.
• Prepare off-site housing for guest arrivals.
• Organize retreat supplies and materials.
• Maintain guest snack areas and beverage stations.
• Provide operational support across departments during retreat transitions.

Administrative Support

• Maintain retreat schedules and planning documents.
• Support organizational systems using Google Workspace, Asana, forms, and A/V equipment.
• Track operational notes and identify opportunities for continuous improvement.
• Help document and refine internal processes.
• Coordinate communication across departments to ensure smooth operations.

Retreat Management & Guest Support

• Support guest arrival, check-in, orientation, check-out, and departure.
• Serve as an on-site resource for retreat participants and teachers.
• Maintain a calm, welcoming, and approachable presence throughout retreats.
• Meet regularly with teachers to stay aligned on retreat flow and guest needs.
• Help ensure excellent communication, participant care, and overall guest experience.

QualificationsRequired

• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency with Google Workspace (Docs, Sheets, Drive, Forms, etc.).
• Exceptional attention to detail with the ability to manage multiple priorities.
• Self-motivated, proactive, and dependable.
• Ability to collaborate effectively across multiple departments.
• Calm, adaptable, and solutions-oriented in fast-paced environments.
• Coachable with a willingness to learn and receive feedback.
• Comfortable working both independently and as part of a team.

Preferred

• Experience working in hospitality, retreat centers, or event coordination.
• Experience with inventory management or operations coordination.
• Audio/visual or retreat technology support experience.
• Experience working in outdoor or remote environments.
• Bilingual language skills.

Work Environment

This is a part-time, onsite position based in Big Bear, California. Flexibility to work evenings, weekends, and holidays as needed is required.

Physical Requirements

This role requires standing and walking throughout the campus, working at a computer, bending, reaching, kneeling, and occasionally lifting supplies. Employees should be comfortable working outdoors in varying weather conditions, including snow, and may occasionally assist with snow removal.

Flexibility

BBRC functions best when all staff work toward our shared mission. This job description is not intended to be an exhaustive list of responsibilities. Duties may change or new responsibilities may be assigned at any time based on organizational needs.

Equal Opportunity Employer

Big Bear Retreat Center is an Equal Opportunity Employer. We strive for equity, celebrate diversity, and are committed to creating an inclusive environment where all employees can thrive.

Qualified candidates who identify as Black, Indigenous, or People of Color (BIPOC) and/or members of the LGBTQIA+ community are especially encouraged to apply.

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