Retreat Manager Position

Operations Roles and Functions

The set of duties and responsibilities related to Heartwood’s day-to-day operations is performed by a team comprised of a Communications and Development Manager, IT and Marketing Consultant, and a Retreat/Operations Manager.

The assignment of specific tasks to specific roles has been created based on the abilities and interests of the individuals who are currently offering their service to manifest the Heartwood vision.

As a brand-new organization there will be a natural shifting of duties as we continue to grow and form. The assignment of duties in this document is a guide; it is intended as a strong basic framework providing role clarity, organizational stability, and comfort for our team members, while ensuring fluidity to accommodate reassignment of tasks as appropriate.

The specific number of hours per week per role is also intended as a guide, not an absolute.  We joyously do what needs to be done at any moment knowing there is a natural ebb and flow to the pace at Heartwood related to the retreat schedule. Our intention is to ensure that we have time to balance our service in these roles with our spiritual practice and other areas of interest in our lives.

Retreat/Operations Manager (Open Position)

Full Time 30-35 Hours per week

Retreat Management:

  • Add retreats and events to Retreat Guru/Website
  • Monitor booking and retreat email accounts, reply to or route emails accordingly
  • Monitor registrations, verify payment, send retreat information to other staff as appropriate in advance of each retreat
  • Prepare facility (meeting halls) for retreats
  • Compile dietary restriction information and provide to Kitchen Manager two weeks in advance of retreat
  • Respond to special needs of teachers and their event attendees, communicating their needs to other staff as appropriate
  • Prepare retreatant packets with registration form, liability form, evaluation form etc. in advance of retreats
  • Determine room assignments
  • Register attendees upon arrival and assign yogi jobs
  • Serve as point of contact for attendees during retreats
  • Present orientation and dana talks to the group of attendees
  • Provide additional support as needed in areas of Housekeeping and Kitchen
  • Record all dana received
  • Solicit and compile feedback from all leaders and participants of events held at Heartwood; deliver the feedback upon completion of each event to the Executive Director

Self-Directed Retreat Management:

  • Coordinate bookings for self-directed retreats; reply to email, forward applications to Ven. Pannavati for approval, communicate relevant information and answer participant questions, ensure payment prior to arrival
  • Coordinate with Executive Director for room assignment and preparation
  • Prepare room and arrival info packet prior to arrival
  • Coordinate service duties to be performed while on retreat

Volunteer (Seva Participant) Coordination:

  • Create and maintain a “pool” of seva participants to draw upon as needed
  • Manage unsolicited requests received to serve at Heartwood (i.e. volunteer inquiries)
  • Develop and maintain list of projects suitable for assignment to seva participants
  • Monitor tasks assigned, provide assistance as necessary, and ensure completion of assigned tasks and projects
  • Coordinate teams of seva participants for large-scale projects
  • Communicate frequently with seva participants to ensure they are satisfied with their service
  • Disseminate information for upcoming service projects and events
  • Keep detailed records of seva participants’ information, availabilities, skills, interests, and assignments


  • One to three years of responsible work experience, preferably in a contemplative setting
  • Strong computer skills, including proficiency with MS Word and Excel
  • Strong time-management skills; ability to coordinate, follow through on, and manage a variety of tasks simultaneously
  • Strong interpersonal communication skills; ability to take direction; ability to function as both team leader and team player
  • Flexibility in schedule on a daily and weekly basis, and ability to work evenings and weekends
  • Strong personal and ethical commitment to bringing mindfulness to all activities of daily life; background or interest in meditation or other compatible spiritual tradition
  • Ability to work around retreatants in an appropriate manner to protect “retreatant space” through mindfulness, slowed speed, and mindful speech when retreatants are present
  • A sincere interest in the exploration of bringing mindfulness to all activities of daily life

If you have prior tangible experience and would like to discuss the potential for service at Heartwood, please send an email with the role you are interested in, a cover letter, and a current resume to

Heartwood is an equal opportunity employer. We place a high value on workforce diversity and are committed to providing an inclusive and welcoming environment and to ensuring that employment decisions are based on individuals’ abilities and qualifications. Consistent with these principles and applicable laws, it is Heartwood’s policy not to discriminate on the basis of age, race, color, national origin, ancestry, religion, gender and gender identity, and sexual orientation.