Schedule: Flexible with at least 2 hours of overlap with Eastern Time (2x/week for team check-ins)

Join a mission-driven wellness and hospitality team as an Administrative, Sales & Retreat Support Assistant. This role blends executive support, guest logistics, and sales coordination to help expand our brand presence and streamline retreat operations. Our client is seeking a self-motivated, detail-oriented professional who can manage multiple priorities independently while maintaining a warm and polished communication style.

Key Responsibilities

1. Admin & Executive Support

• Track KPIs and lead data in spreadsheets (monthly)

• Draft team schedules for Housekeeping, Café, and Front Office (monthly)

• Update payroll sheets (tips, leave, gratuities) (monthly)

• Send and reconcile invoices (monthly)

• Prepare monthly management reports (KPIs, leads, performance)

• Research and pitch podcast guest spots for leadership (biweekly)

• Assist in preparing sales kits, proposals, and agreements (as needed)

2. Retreat & Guest Logistics

• Coordinate logistics and communication for retreat guests and speakers

• Manage pre-arrival communications, confirmations, and planning inquiries

3. Sales & Content Coordination

• Schedule and post content to Facebook, LinkedIn, and newsletters using AI prompts (2x/week)

• Follow up with warm leads via phone and email (weekly)

• Coordinate with graphic designers (e.g., Fiverr) for sales assets

• Manage influencer outreach, vetting, and agreements (2–3/month)

• Organize media assets in Google Drive and Dropbox

• Build relationships with wellness coaches, guest groups, and travel agents

• Support lead follow-up, nurture, and proposal development

 

Ideal Candidate Profile

• 2–4 years in executive or administrative support

• Sales experience, ideally with lead nurturing and closing

• Tech-savvy: Google Suite, Mailchimp, Stripe, WhatsApp Business

• Strong communicator: warm, professional, and responsive

• Proficient written English; editing/proofreading skills

• Organized and proactive in a fast-paced environment

• Background in hospitality, wellness, or retreat planning (preferred)

• Familiar with content scheduling and social media basics

• Understanding of business operations and lead tracking

• Experience or willingness to learn tools like Little Hotelier

 

Independent Contractor Perks

• Permanent remote work setup

• HMO coverage for eligible locations

• Immediate hiring

• Steady freelance job