Retreat Program Assistant

Occidental Arts & Ecology Center•Occidental, CA

4d•$66,836•Onsite

About The Position

The Retreat Program Assistant is a key position at OAEC, supporting environmental and social movement leaders in feeling at home when they come to OAEC for organizational retreats, trainings, or alliance meetings. The Retreat Program Assistant is supervised by the Retreat Program Manager and serves the Retreat Program through a combination of administrative and logistical support and hands-on retreat hosting. The Retreat Program Assistant also supports the team of hourly Retreat Hosts (primarily residential interns) throughout the retreats, especially when the Retreat Program Manager is not on site. In this capacity, they serve as the lead contact for groups and provide essential support to the hosting team.

Requirements

Ability to independently handle a wide range of problem-solving for both OAEC and our guests.
Experience in hospitality or customer service with proven reliability, professionalism, and grace.
Excitement in assisting the diverse groups of activists working for racial, social, and environmental justice who come to OAEC from all over the world.
Ability to work well alone and take initiative, and also work collaboratively as part of a team.
Ability and interest in being highly flexible with hours and work assignments throughout the year.
A valid driver’s license & clean driving record.
Comfortable with responding to emergent needs, emergencies, and safety issues.

Responsibilities

Serve as the point person for groups staying at OAEC.
Complete standard hosting tasks, including but not limited to: greeting guests, orienting facilitators to the Meeting Hall, orienting groups to the guest housing and the land, updating inventory of supplies, tidying spaces used by retreat groups, making coffee/tea, monitoring the toast bar, restocking the kitchenette, supporting groups with A/V, setting up and tending the fire circle, and general support when the groups are on site.
Engage with the groups in a professional, service-oriented manner, being mindful and respectful of their needs, the cultural context of their home communities, and the work they are doing.
Attend to retreat groups’ emergent needs and any changes to the plan, with support from the Retreat Program Manager.
Answer questions about OAEC policy that a group may ask and navigate challenging situations.
Follow OAEC’s Emergency Action Plan when faced with emergencies/safety issues.
Work closely with the Retreat Program Manager to ensure the hosting calendar and shifts are filled.
Work closely with the Retreat Program Manager to train and support Retreat Hosts throughout the year. Training often takes place on Mondays and Fridays.
Communicate with OAEC’s Beauty Way (housekeeping), Kitchen, Facilities, and Office staff to ensure smooth operations.
Provide ongoing review and feedback of the Retreat Program to continually improve and respond to guest input.
Assist the Retreat Program Manager with communicating information about upcoming retreats to the OAEC Staff and Residential Community. This includes writing up brief blurbs on visiting groups.
Welcome groups to OAEC, conduct facilitator orientations, lead site tours, and provide logistical welcome orientations.
Light housekeeping and food prep as needed in the Meeting Hall.
Participate in weekly Thursday morning OAEC staff meetings and serve on appropriate committees.
Participate in the annual Staff Performance Review process.
After 18 months on staff, lead occasional OAEC public and private tours.

Benefits

Paid health and wellness benefit (currently 100% of the value of a Kaiser Permanente Silver HMO Plan for each employee, to be replaced by full organizational health insurance in 2027).
Generous family leave and disability leave.
Employee-only contribution 401(k) option.
Cell phone plan stipend of $50/month.
Generous paid time off: 5 weeks and 3 days per year of vacation and floating holidays combined.
10 paid sick days (plus an additional week for those with dependents).
Use of OAEC’s beautiful facilities, including swimming pond, hot tub and sauna, and wildlands.
Ability to harvest from the organic produce, flowers, and fruit grown in the Mother Garden and orchards.
Invitation to attend theater performances, small concerts, talks, and celebrations on site.
Onsite housing provided (private, free-standing cabin for $750/month rent, including utilities, firewood, and WiFi).
Access to shared amenities like a bathhouse and fully stocked kitchen.
Participation in Community Food System ($375-$395/month, subject to change) for access to pantry stocked like a natural food store.
Community dinners cooked by professional chefs during OAEC retreats and courses.
Participation in cooking community dinners (for ~10-20 people) once or twice a month.
Access to pantry ingredients for personal meals.
Participation in cooking rotation for community dinners when no retreats are scheduled.
Welcome visits from family and friends.