Event Planner/ Administrative Assistant

Forest Home•Oak View, CA

5d•Onsite

About The Position

To develop, maintain, and deepen relationships with guest group leaders, ministry partners and other organizations in an effort to both increase retention, as well as grow our customer base, while at all times providing superior customer service by facilitating outstanding guest experiences through all stages of the event planning process. This role also provides administrative support to the Forest Home Ojai Valley location, directing, prioritizing, and managing special administrative projects and assignments as needed. The position involves orchestrating all pre-retreat services, including communication with group leaders and acting as the conduit between the guest and all internal departments. It requires working closely with the sales team/ministry liaisons to generate contracts and maintain consistent communication. The role involves walking guests through the entire event planning process, detailing aspects such as meal times, arrival/departure times, check-in/check-out locations, recreational/retail options and schedules, housing details, meeting space locations/layouts, updated guest attendance numbers, deposits/payments, and the coordination and collection of necessary forms. The position also facilitates accurate data recording for Camperships and Camper Day tracking, shares group impact stories, and seeks opportunities to propose new systems/processes for efficiency. The role accounts for the overall safety and security procedures for Guest Conference staff and guests and actively promotes the 4 Trees of Quality Standards. The position also requires active support and participation in spiritual life activities.

Requirements

College degree is a plus
Career experience in ministry, sales, marketing, business, guest relations, or related area
Clear understanding of sales as a ministry
Experience working or serving at FH is a huge plus
Proven self-starter with successful experience working from a home office with minimal supervision
Strong MSFT office experience (Word, Excel, PowerPoint) with excellent computer and CRM skills
Excellent people skills and ability to develop relationships easily and quickly
Uphold and support the Mission, Vision and Core Values of Forest Home.
Assume responsibility for initiating a pleasant atmosphere by displaying a professional attitude through performance, appearance, and demeanor.
Ability to hear from God and pray for people, both in person and on the phone
Actively supports and participates in the staff spiritual life activities.
Flexibility and willingness to perform a variety of tasks.
Signed statement of faith.
Maintain regular, timely attendance.
Ability to relate to all types of individuals in a gracious manner.
Able to work a flexible schedule that includes weekends.
Be a self-starter.
Excellent people service skills.
Ability to provide service with integrity.
Ability to streamline processes through necessary skill sets.
Good verbal and written communication skills.
Ability to perform high quality work and accomplish assigned projects.
Strong ability to work well in a variety of team environments.
Servant heart and Christ-like attitude.

Responsibilities

Actively follows-up with assigned guest group leaders as part of the post-retreat protocol, which includes obtaining feedback on their retreat experience, the collection of any outstanding check-out forms, as well as streamlining their rebooking process for future retreats.
Maintains repeat business and grows customer base by efficiently and effectively communicating with guest group leaders to instill a desire to rebook for future retreats in a prompt, yet professional manner.
Collaborative meetings with operations departments to ensure alignment and the highest quality of services provided to contracted groups as the advocate and active voice of the guest and their perspective.
Coordinates necessary specifics on a daily basis with operations departments via phone calls, emails, or other communications methods to effectively prepare for our guest groups.
Creates, revises, and distributes “info sheets” to appropriate departments and facilitates weekly meetings to ensure clear communication about group’s wants and desires.
Handles and creates “info sheets” for all internal requests including but not limited to: meeting functions, donor events, pastor’s stays, and staff stays.
Provides administrative support to the Forest Home Ojai Valley location.
Directs, prioritizes, and manages special administrative projects and assignments as needed.
Assists with planning and organization of staff functions.
Maintains office inventory and needed camp supplies.
Actively supports and participates in staff spiritual life activities, devotions and organizational fellowship.
Orchestrates all pre-retreat services, which includes communication with group leaders, and acting as the conduit between the guest and all internal departments at Forest Home.
Works closely with the sales team/ministry liaisons to generate contracts and maintain a consistent flow of communication for the group leader, ministry partner or other organization at the beginning of the event planning process.
Walks guests through the entire event planning process with detailing that can include, but is not limited to: meal times, arrival/departure times, check-in/check-out locations, recreational/retail options and schedules, housing details, meeting space locations/layouts, updated guest attendance numbers, deposits/payments, and the coordination and collection of necessary forms (i.e. Liability Insurance, Registration/Medical Consent Forms, Voluntary Disclosure Forms, and Roster Forms).
Facilitates accurate data recording to assist with Camperships and Camper Day tracking
Shares group impact stories and other important information about guest groups with staff meetings in conjunction with the mission, vision, and core values at Forest Home.
Seeks opportunities and proposes new systems/processes to ensure the highest level of efficiency in the event planning process.
Creates and revises reports on an as-need basis.
Accounts for the overall safety and security procedures for Guest Conference staff and guests
Actively promote the 4 Trees of Quality Standards
Actively supports and participates in spiritual life activities.
Performs other duties as assigned.