The Body Is The Blueprint Seeks a Retreat Event Coordinator

The Body Is The Blueprint

Seeks a Retreat Event Coordinator

Anywhere

The Body Is The Blueprint (BIB) is growing, and we’re looking for an organized, proactive operational force to help us bring more retreats to life.

We have incredible hosts, a growing community, and demand for more experiences. What we need now is the operational infrastructure to support that growth.

**This role is the connective tissue between the vision and the execution.**

You’ll work closely with our retreat hosts and internal team to move each retreat through planning—from initial onboarding and vendor coordination to guest communication, travel logistics, payments, and final execution. You’ll be responsible for keeping multiple retreats moving simultaneously, ensuring details don’t get dropped and that our hosts and guests feel supported every step of the way.

This is a great role for someone who genuinely *loves making things happen*: the person who sees the moving pieces, builds the system, catches the thing everyone else missed, communicates clearly, and stays calm when plans inevitably change.


WHAT YOU’LL OWN

1. HOST ONBOARDING & RETREAT PLANNING

You’ll become the primary operational partner to each retreat host during the planning process.

  • Own and maintain the onboarding process for each new retreat host, including contracts, timelines, expectations, templates, and required materials.

  • Serve as the primary point of contact for hosts throughout the planning window and keep each retreat moving according to its established timeline.

  • Coordinate host deliverables, deadlines, meetings, and follow-ups.

  • Ensure hosts understand BIB’s brand, retreat philosophy, guest experience standards, communication expectations, and their specific responsibilities.

  • Partner directly with each host to develop their retreat using BIB’s established Retreat Process Booklet and planning framework.

  • Schedule onboarding, training, and recurring connection points with hosts well in advance.

  • Identify missing information, delayed deliverables, or potential issues before they create downstream problems.

  • Keep the internal BIB team informed of retreat progress, outstanding decisions, and potential concerns.


2. VENUE, VENDOR & TRAVEL LOGISTICS

You’ll help turn the retreat vision into a fully functioning experience.

  • Help source, research, book, and manage relationships with venues, caterers, transportation providers, guides, and other local vendors.

  • Coordinate vendor contracts, deposits, deadlines, payment schedules, and required information.

  • Manage international logistics when applicable, including group flight coordination, visa/entry requirements, and cross-time-zone communication.

  • Coordinate logistics between guests, hosts, vendors, and the BIB team across different locations and time zones.

  • Troubleshoot logistical issues before they become guest-facing problems.

  • Identify backup options and contingency plans for weather, cancellations, transportation issues, vendor changes, and other unexpected circumstances.

  • Maintain organized records of vendor information, contracts, payments, and key contacts.

  • Track vendor performance and document feedback after each retreat to improve future bookings and partnerships.


3. GUEST EXPERIENCE & CLIENT COMMUNICATION

You’ll be one of the primary points of contact for guests in the weeks leading up to their retreat.

Your job is to make guests feel *informed, prepared, supported, and cared for*.

  • Prepare and send pre-retreat materials including itineraries, packing lists, travel information, FAQs, confirmations, and important reminders.

  • Manage guest logistics communication through BIB’s Gmail and HoneyBook systems.

  • Monitor and triage the shared inbox, responding to guest questions according to urgency.

  • Answer pre-retreat questions with a warm, personal, helpful tone.

  • Help alleviate guest anxiety around travel, logistics, schedules, and preparation.

  • Track outstanding guest communications and follow-ups so nothing falls through the cracks.

  • Ensure guests receive the right information at the right time throughout their pre-retreat journey.


4. PAYMENTS & RETREAT FINANCIAL ADMINISTRATION

You’ll help ensure the financial logistics of each retreat stay organized and up to date.

  • Track outstanding guest balances and send payment reminders.

  • Process refunds and assist with payment issues or disputes.

  • Reconcile payments received against balances owed for each retreat.

  • Manage and track vendor payments and retreat-related expenses.

  • Maintain accurate financial records for each retreat.

  • Keep payment deadlines and financial commitments visible to the internal team.

  • Support accurate budgeting and post-retreat reporting.


5. SYSTEMS, SCHEDULING & OPERATIONS

This is where your organizational brain really gets to shine.

  • Maintain a shared operations calendar so multiple retreats can move through planning and execution simultaneously without collisions.

  • Keep retreat-planning information and deadlines accurately updated within BIB’s systems and workflows.

  • Schedule all necessary host onboarding, training, planning, and connection meetings far enough in advance to keep timelines on track.

  • Maintain visibility across multiple retreats at different stages of development.

  • Flag friction points, bottlenecks, or recurring issues in our current workflows.

  • Recommend and help implement process improvements as BIB grows.

  • Help build and maintain a documented, repeatable operations system that makes future retreats easier to execute.

  • Meet monthly with Sam, Bri, and Rachel to review retreat operations, progress, upcoming deadlines, and areas requiring support.


WHAT THIS ROLE DOES NOT INCLUDE

You will not be responsible for:

  • Sales or lead conversion

  • Marketing or content creation

  • Brand voice or social media

  • Retreat facilitation

  • On-the-ground retreat leadership

  • Strategic decisions around retreat design or pricing

Your role is to make the retreat happen operationally, while our hosts and leadership team focus on the vision, experience, and strategic direction.


WHAT SUCCESS LOOKS LIKE

Six months into this role, we want to feel a significant difference in how BIB operates.

Success looks like:

  • Multiple retreats moving through planning simultaneously without dropped details.

  • New hosts moving through a clear, repeatable onboarding process.

  • Hosts knowing exactly what is expected of them and when.

  • Vendors and venues being managed proactively and professionally.

  • Guests receiving clear, timely, warm communication.

  • Potential problems being identified before they become emergencies.

  • Fewer last-minute logistics scrambles.

  • A shared calendar and operational system that gives the entire team visibility.

  • Retreat planning becoming increasingly repeatable and efficient.

  • Guests feeling confident and cared for from booking through arrival.

  • BIB’s ethos and quality of experience remaining intact as we grow.

Ultimately, you create the operational capacity for BIB to say yes to more retreats.


ABOUT YOU

We’re looking for someone who is highly organized, proactive without needing constant direction, and genuinely energized by making complicated things feel simple.

Essential Experience:

  • Bachelor’s degree or equivalent professional experience.

  • Background in event coordination, hospitality, program management, operations, or logistics.

  • Experience in customer service, client support, or another highly people-facing role.

  • Strong working knowledge of Google Workspace.

  • Proven ability to manage multiple projects, timelines, and competing priorities.

  • Strong time-management skills and a demonstrated ability to set and meet deadlines.

  • Comfortable working independently and asynchronously.

  • Adaptable and entrepreneurial, with an openness to learning new systems and evolving processes as BIB grows.

  • Reliable communication and responsiveness; able to consistently respond to team communication within 24 hours.


Traits That Will Make You Great at This:

**You communicate clearly.**

You keep people informed. You know when to send an update, when to ask a question, and when to flag a potential problem before it becomes one.

**You take initiative.**

You don't wait for someone to tell you that something is broken. You notice it, think through a solution, and bring it forward.

**You are exceptionally organized.**

You enjoy calendars, checklists, timelines, systems, and knowing where every moving piece stands.

**You stay calm when plans change.**

Travel changes. Vendors cancel. Weather happens. People forget things. You can adapt without creating unnecessary chaos for everyone around you.

**You are a strong problem solver.**

You don't simply identify problems—you look for solutions and know when something needs to be escalated.

**You are comfortable owning relationships.**

You can communicate professionally and confidently with hosts, vendors, venues, guests, and internal team members.

**You are a strong written communicator.**

You will be client-facing and responsible for communication that reflects the warmth, care, and ethos of BIB.

**You are self-directed.**

You can take a project, understand what needs to happen, build a plan, and move it forward without someone checking in constantly.

**You have a growth mindset.**

BIB is growing, which means our systems will continue to evolve. We want someone who enjoys improving processes rather than simply following them.


NICE TO HAVE

These aren't requirements, but they would be a plus:

  • Previous experience with HoneyBook.

  • Previous retreat experience.

  • Experience coordinating international travel or group travel.

  • Experience working with independent contractors, vendors, or event teams.

  • Basic Canva skills and comfort making simple edits to existing documents or templates.

  • A genuine interest in wellness, travel, adventure, personal growth, or transformative experiences.

We are excited to meet you.

TO APPLY:

email us at thebodyistheblueprint@gmail.com with the following items:

  • Your resume

  • Three professional references

  • A brief note introducing yourself and why this role feels like a fit

  • One example of a complex event or project you’ve coordinated from start to finish

  • Your availability for a virtual meeting with our team, location/time zone

  • We’re especially interested in how you think, communicate, solve problems, and keep many moving pieces beautifully organized.

Get In Touch
Jorge Del Pinal