Position Summary

The Retreat Operations Associate serves as a key support role for the Facilities, Housekeeping, and Operations departments at Big Bear Retreat Center (BBRC). This position works directly with the Operations and Facilities Manager to ensure retreats run smoothly by helping organize schedules, coordinate team tasks, track inventory, and prepare the campus for incoming groups.

This role is ideal for someone who is highly organized, proactive, and detail-oriented, and who enjoys working behind the scenes to ensure everything is prepared before guests arrive.

The ideal candidate is a strong communicator and systems thinker who can help manage moving parts across multiple departments. They should be comfortable using digital tools, tracking information, and helping create systems that improve efficiency and organization.

This position also serves as a thinking partner for operational planning, helping anticipate retreat needs, prepare the campus, and ensure teams are aligned for arrival days and transitions.

About BBRC

Big Bear Retreat Center is a residential retreat center that provides space for mindfulness, compassion, respite, and healing with the purpose of fostering individual and collective transformation and illuminating our interconnectedness with nature, one another, and society. We do this by offering a mix of silent Insight Meditation retreats, and by partnering with organizations supporting various communities including BIPOC, LGBTQIA+, first responders, veterans, and mindfulness communities.

Big Bear Retreat Center is located a 2.5-hour drive from Los Angeles, nestled in the ancient Juniper forests of the San Bernardino Mountains at a 7,000-foot elevation (four mountain seasons) near the town of Big Bear Lake in Southern California. BBRC is immersed in nature located amidst about 100 acres of forested land with direct access to several hiking trails connected to the property. With an emphasis on inclusion and accessibility, our Center provides a refuge for people of all faiths and walks of life.

BBRC Mission

Big Bear Retreat Center is a residential retreat center that provides space for mindfulness, respite, and healing with the purpose of fostering individual and collective transformation and illuminating our interconnectedness with nature, one another, and society.

Role & Responsibilities

Operational Coordination

Assist the Facilities & Operations Manager with retreat preparation and operational planning
Help coordinate schedules across Facilities, Housekeeping, and Operations teams
Assist with task assignments and tracking to ensure departments are aligned before retreats
Help organize arrival-day preparation plans
Track retreat timelines and help ensure readiness of campus facilities
Take initiative to identify operational needs, address issues as they arise, and coordinate with staff to help ensure the retreat runs smoothly.

Inventory & Supply Management

Track inventory for:
- Housekeeping supplies
- Facilities materials
- Giftshop merchandise
- Honor store items
- Office supplies
Help maintain organized storage areas
Assist with ordering and restocking supplies
Monitor usage trends and help plan future supply needs

Campus & Retreat Preparation

Assist with pre-arrival inspections of cabins, buildings, and retreat spaces
Support campus flips between retreats
Ensure offsite houses are prepared for guest arrival
Assist with organizing retreat supplies and materials
Help maintain guest snack areas and beverage stations
Assist other departments as needed during retreat transitions

Administrative Support

Help maintain retreat schedules and internal planning documents
Assist with Asana, Google Sheets, A/V set up and equipment, forms, and organizational systems
Track operational notes and improvements for future retreats
Assist with communication between departments to ensure smooth coordination
Help document and refine internal processes for efficiency

Retreat Management and Guest Support

Support guest arrival, check-in, and orientation, check-out and departure.
Serve as a primary on-site support contact for participants and teachers.
Maintain a visible, calm, and approachable presence throughout the retreat.
Meet daily with teachers to stay aligned on retreat flow and needs.
Support clarity, communication, and participant care throughout the retreat.

Role Requirements

Strong organizational and time management skills
Excellent communication skills (written and verbal)
Comfortable working with Google Workspace (Google Drive, Docs, Sheets, Forms, etc.)
Detail-oriented with the ability to track multiple moving parts
Self-motivated and proactive
Ability to work collaboratively with multiple departments
Calm and adaptable in fast-paced environments
Coachable, eager to learn, and open to feedback
Comfortable working both independently and as part of a team

Preferred Skills (Not Required)

Experience working in hospitality, retreat centers, or event coordination
Experience with inventory tracking or operations coordination
Audio/visual or retreat tech support experience
Experience working in outdoor or remote environments
Bilingual abilities

Physical Requirements

Employees may experience the following physical demands:

Standing, walking, and moving across campus
Sitting and working on a computer
Bending, reaching, or kneeling
Occasional lifting of supplies
Working outdoors in varying weather conditions, including snow
Occasional snow shoveling

Flexibility

BBRC functions best when all staff work collaboratively toward the Center’s mission. This job description is not intended to be an exhaustive list of responsibilities. Duties may evolve over time depending on operational needs.

Big Bear Retreat Center is an equal opportunity employer. At BBRC we celebrate diversity and are committed to creating an inclusive environment for all.

Qualified candidates who self-identify as a Black Indigenous Person of Color (BIPOC) and/or are part of the LGBTQI community are especially encouraged to apply.