Job Opportunities

We are seeking a dedicated and experienced Events Manager. This role leads the planning, execution, and management of all events and retreats. Your organizational prowess and deep hospitality industry knowledge will help create exceptional experiences aligned with our wellness mission.

If you are passionate about event management, possess a deep appreciation for yoga and meditation practices, and thrive in a dynamic and inspiring environment, we invite you to join our team and contribute to our mission of creating transformative experiences for our guests.

Responsibilities

Event Planning and Execution

• Coordinate all aspects of events, from initial conception to post-event evaluation, including room setup/breakdown, event schedules, audiovisual equipment, transportation, and accommodation arrangements.
• Collaborate with clients and set meetings to understand their event needs and preferences.
• Address client inquiries and concerns promptly and professionally.
• Ensure seamless execution of all events by collaborating with internal teams and external vendors.
• Oversee event registration and participant communication to ensure a positive experience.
  Provide onsite event management, troubleshoot issues, and ensure smooth operations.
• Negotiate contracts with external vendors and secure services.
• Address participant inquiries and feedback for high customer satisfaction.
• Greeting group leaders and Faculty upon arrival and hosting a Program Space Orientation (PSO).
• Keeping the event numbers updated in our software.

Team Leadership and Management

• Lead a team of event and venue set-up coordinators, fostering their professional growth and effective performance.
• Delegate tasks, set objectives, and guide team members throughout the event planning process.
• Coordinate staff schedules for events, ensuring adequate coverage.
• Manage payroll for event staff, ensuring accurate and timely compensation and paid time off.
• Conduct regular performance evaluations and provide constructive feedback.
• Lead by example, demonstrating strong leadership skills, fostering a positive work environment, teamwork, and a commitment to the organization’s values and mission.

Automatic Communication Emails

• Produce automatic communication emails to guests, providing event information, updates, and reminders.
• Collaborate with Marketing and Sales teams to promote events and increase attendance.
• Ensure effective communication throughout the event lifecycle.

Venue Management

• Manage and maintain event venues, ensuring they are up-to-date, clean, and well-maintained.
• Conduct regular venue inspections to identify maintenance or cleanliness issues and coordinate necessary repairs or cleaning.
• Ensure venues are equipped with the necessary amenities and meet event-specific requirements.

Event Inventory

• Maintain an inventory of event-related items, such as yoga mats, chairs, signage, and decorations.
• Coordinate the procurement and storage of event inventory, ensuring availability and organization.
• Manage inventory distribution and return processes, tracking items and ensuring their timely retrieval after events.

Room Blocks

• Coordinate and manage room blocks for groups attending events and retreats.
• Work closely with the reservations team to secure and allocate accommodations for group bookings.
• Collaborate with group leaders to understand their specific room requirements and preferences.
• Ensure comfortable and convenient accommodations for event attendees.
• Monitor room availability and make necessary adjustments to accommodate additional group bookings.
• Maintain clear communication with the reservations team regarding room block details and updates.
• Regularly review room block utilization and make recommendations for optimizing occupancy and revenue.

Financial Analysis, Occupancy Analysis, and Reporting

• Monitor event-related expenses and ensure adherence to budgetary guidelines.
• Track and analyze occupancy rates for accommodations at the Art of Living Retreat Center.
• Ensure event clients have paid all necessary fees and expenses before the event.
• Handle final billing and financial reconciliation post-event, providing clients with accurate and detailed invoices.
• Compile occupancy data and present reports during weekly manager meetings.
• Collaborate with the sales and marketing teams to optimize occupancy levels and maximize revenue.

Skills & Qualifications

• Bachelor’s degree.
• Proven experience (3+ years) as an Event Manager in the hospitality industry, preferably in a hotel setting.
• Strong understanding and interest in yoga and meditation practices, with the ability to align events with the Art of Living Retreat Center’s mission.
• Excellent analytical and problem-solving skills, with keen attention to detail.
• Exceptional communication and interpersonal skills.
• Strong organizational skills.
• Able to lift and carry 30 lbs.
• Ability to work in a team environment.
• Ability to handle multiple events at once.
• Availability to work Wednesday through Sunday.
• Technical abilities, basic AV knowledge.
• Ability to interact with a variety of people, groups, and personalities.
  Must be hands-on.

APPLY

We are seeking a passionate and detail-oriented Event Coordinator to join our dynamic team. As an Event Coordinator, you will play a crucial role in supporting the planning, execution, and management of events and retreats. Your meticulous organization skills and commitment to creating transformative experiences for our guests will be key to your success in this role.

Working under the guidance of the Events Manager, you will assist in various aspects of event planning, execution, and logistics. This role is ideal for individuals who are enthusiastic about the world of event management and are eager to contribute to our mission of promoting wellness, self-discovery, and personal growth.

Responsibilities

Event Planning Support

• Maintain clean, well-prepared event spaces for the duration of events, ensuring a welcoming atmosphere.
• Work with group leaders to determine group-specific needs, including room setups, equipment requirements, and special requests.
• Address client inquiries professionally and promptly, manage event registration, and ensure a positive participant experience.
• Work with internal teams to ensure smooth event execution.
• Provide onsite support during events and troubleshoot issues to ensure smooth operations and issue resolution.
• Assist with vendor contract negotiations and service procurement.
• Run our weekly orientations.
• Welcome group leaders and faculty upon arrival and conduct Program Space Orientations (PSO).

Administrative and Reporting

• Support the process to ensure event clients have paid all fees and expenses before the event.
• Create welcome bags and event schedules.
• Manage website updates and email communication accuracy.
• Assist with post-event billing and financial reconciliation to provide clients with accurate invoices.
• Compile occupancy data and reports for manager meetings presentations.
• Confirm correct rooming assignments for groups and guests.
• Gather and analyze feedback from event participants to assess event success and areas for improvement.

Team Collaboration

• Collaborate with the Events Manager and the event planning team for successful event execution.
• Attend Setup and Logistics calls with clients.
• Assist the Event Manager with administrative tasks.
• Facilitate communication with faculty, group leaders, and the programming team to gather necessary details for successful retreats.
• Coordinate with internal departments on Slack to ensure the smooth execution of retreats.
• Assist in venue setup for each event, including seating, audiovisual equipment, and materials.

Skills & Qualifications

Successful candidates for the Event Coordinator position will possess the following traits:

• Exceptional communication and interpersonal skills.
• Ability to work in a team environment with a variety of people, groups, and personalities.
• Able to lift and carry 30 lbs.
• Able to be on your feet for long periods of time.
• Strong organizational abilities and attention to detail.
• Adaptability and problem-solving skills to address event needs and circumstances.
• Must be hands-on.
• Solution-oriented mindset.
• Bachelor’s degree (recommended).
• Prior experience as an Event Coordinator (recommended).
• High school education or equivalent (required).
• Availability to work Wednesday through Sunday.
• Strong understanding and interest in yoga and meditation practices, with the ability to align events with the Art of Living Retreat Center’s mission.

APPLY

Love meeting new people and driving? We’re hiring a full-time position to drive our shuttle bus on and around our beautiful mountaintop campus. The ideal candidate will 

• Operate a shuttle vehicle in a safe and efficient manner
• Ensure that all passengers are transported to their destination safely and on time
• Assist passengers with loading and unloading luggage
• Follow all safety protocols and regulations.

You’ll be successful in the position if you 

• Possess outstanding people skills and a customer service-focused attitude
• Have a valid driver’s license, a clean driving record, and the ability to work independently with minimal supervision
• Are able to take independent responsibility for work tasks
• Are mentally and emotionally stable
• Self-motivated and adventure-seekers
• Have a positive outlook and abundant optimism.

Must be able to work weekends/holidays as part of a regular schedule. 

APPLY