Retreat Program Manager

Occidental Arts & Ecology Center•Occidental, CA

4d•Onsite

About The Position

The Retreat Program Manager is a key leadership position at OAEC, supporting environmental and social movement leaders in feeling welcome and inspired when they come to OAEC for their organizational retreats, trainings, or alliance meetings. The Retreat Program Manager is supervised by the Executive Director and oversees all aspects of the Retreat Program, serving as the primary programmatic contact for the organizations that gather at OAEC throughout the year. The Retreat Program Manager is responsible for the full retreat lifecycle, including inquiries, contracting, logistics, on-site hosting, financial tracking, and post-retreat follow-up. This position works closely with all OAEC departments to ensure retreats run smoothly and that groups receive excellent support before, during, and after their time on the land. The Retreat Program Manager also supervises and trains the Retreat Program Assistant and the broader team of Retreat Hosts, ensuring that OAEC’s Retreat Program is conducted with professionalism, warmth, and care.

Requirements

Ability to lead the Retreat Program, collaborate across departments, and independently manage complex logistics while supporting both retreat groups and the OAEC community with professionalism and great care.
Excitement in supporting the diverse groups of activists, organizers, educators, and movement leaders working for environmental, social, and racial justice.
Experience in retreat management, event coordination, hospitality, program management, or a related field is a must.
Strong organizational and project management skills, with the ability to manage multiple priorities simultaneously.
Excellent communication and relationship-building skills with a wide range of stakeholders, including retreat organizers, facilitators, Executive Directors, staff, residents, and guests.
Experience and confidence in managing IT and audio-visual equipment in meeting spaces.
Experience supervising, mentoring, and supporting staff, interns, or volunteers.
Comfort with budgeting, financial tracking, invoicing, and contract administration.
Experience with digital scheduling systems, project management tools, and Google Workspace.
Ability to remain flexible, calm, and solutions-oriented in a dynamic environment.
A valid driver's license and clean driving record.

Responsibilities

Receive and respond to retreat inquiries.
Negotiate, draft, and execute contracts for all retreat groups and convenings.
Serve as the primary liaison for retreat groups before, during, and after their stay.
Welcome groups to OAEC, conduct facilitator orientations, lead site tours, and provide logistical welcome orientations.
Lead site tours for prospective retreat groups and organizational partners.
Assess, administer, and help the Executive Director with fundraising for OAEC’s Movement Building Fund to support groups that require financial assistance.
Work closely with retreat organizers to coordinate agendas, meeting spaces, on-site and off-site activities, and additional services such as yoga instructors and bodyworkers.
Maintain proactive communication with retreat organizers to establish clear expectations and a successful retreat experience.
Collect, review, and integrate retreat feedback, and convene meetings with the Executive Director to assess and continue development of the program.
Support the Executive Director with planning and logistics for OAEC-convened and hosted meetings and partner retreats.
Follow OAEC’s Emergency Action Plan when faced with emergencies/safety issues.
Maintain the Operations Tool and related retreat calendars, which coordinate retreat planning across OAEC’s operational departments, ensuring information is accurate and up to date.
Manage the housing calendar and coordinate housing assignments for retreat participants, residents, and guests.
Facilitate regular cross-departmental retreat operations meetings with Facilities, Kitchen, Beauty Way (housekeeping), and other relevant staff.
Coordinate invoicing and payment tracking with the Finance Department.
Maintain retreat revenue tracking, cost analysis, and budget projections.
Collaborate with Office and Facilities teams and the IT Manager to maintain Center facilities, amenities, and retreat-related technology and audiovisual systems.
Work with the Retreat Program Assistant to maintain retreat inventory and order supplies for guest housing, meeting spaces, and common areas.
Communicate retreat schedules and logistical information to OAEC staff and the residential community.
In coordination with the Office Manager and other programmatic staff, maintain the shared organizational calendars, including retreats, workshops, tours, events, and staff schedules.
Interview, hire, train, and supervise the annual Retreat Hosts and the Retreat Program Assistant as needed.
Provide ongoing mentorship, support, and feedback to Retreat Hosts and Retreat Program Assistant throughout the retreat season.
Train Retreat Hosts on residential center systems, protocols, and hospitality practices.
Create Retreat Host schedules and ensure adequate retreat coverage throughout the year, in addition to supporting other OAEC programmatic events and courses.
Collect and analyze Retreat Program feedback and implement improvements to policies, systems, and procedures.
Participate in organizational hiring committees and support annual staff evaluation processes as requested.
Maintain and update the Retreat Organizer Guide, Retreat Host Training Manual, and other retreat program materials.
Collaborate with the Communications Manager to develop content for newsletters, annual reports, social media, site guides, and other communications materials.
Coordinate staffing for tours and support the development of OAEC's educational tour program.
Participate in weekly Thursday morning OAEC staff meetings and serve on appropriate committees.
After 3 years on staff, and if elected, be eligible to serve as a rotating member of the Staff Executive Council.
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, with intent to offer full organizational health insurance plan starting 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 off (plus an additional week for those with dependents).
Use of OAEC’s beautiful facilities, including swimming pond, hot tub, sauna, and wildlands.
Opportunity to harvest from organic produce, flowers, and fruit grown in the Mother Garden and orchards.
Participation in renowned organic meals prepared for retreats.
Attendance at various theater performances, small concerts, talks, and celebrations on site.