Event Planner​/Administrative Assistant

JOB SUMMARY

To develop, maintain, and deepen relationships with guest group leaders, ministry partners and other organizations in an effort to both increase retention, as well as grow our customer base, while at all times providing superior customer service by facilitating outstanding guest experiences through all stages of the event planning process.

• Actively follows-up with assigned guest group leaders as part of the post-retreat protocol, which includes obtaining feedback on their retreat experience, the collection of any outstanding check-out forms, as well as streamlining their rebooking process for future retreats.
• Maintains repeat business and grows customer base by efficiently and effectively communicating with guest group leaders to instill a desire to rebook for future retreats in a prompt, yet professional manner.
• Collaborative meetings with operations departments to ensure alignment and the highest quality of services provided to contracted groups as the advocate and active voice of the guest and their perspective.
• Coordinates necessary specifics on a daily basis with operations departments via phone calls, emails, or other communications methods to effectively prepare for our guest groups.
• Creates, revises, and distributes “info sheets” to appropriate departments and facilitates weekly meetings to ensure clear communication about group’s wants and desires.
• Handles and creates “info sheets” for all internal requests including but not limited to: meeting functions, donor events, pastor’s stays, and staff stays.
• Provides administrative support to the Forest Home Ojai Valley location.
• Directs, prioritizes, and manages special administrative projects and assignments as needed.
• Assists with planning and organization of staff functions.
• Maintains office inventory and needed camp supplies.
• Actively supports and participates in staff spiritual life activities, devotions and organizational fellowship.
• Orchestrates all pre-retreat services, which includes communication with group leaders, and acting as the conduit between the guest and all internal departments at Forest Home.
• Works closely with the sales team/ministry liaisons to generate contracts and maintain a consistent flow of communication for the group leader, ministry partner or other organization at the beginning of the event planning process.
• Walks guests through the entire event planning process with detailing that can include, but is not limited to: meal times, arrival/departure times, check-in/check-out locations, recreational/retail options and schedules, housing details, meeting space locations/layouts, updated guest attendance numbers, deposits/payments, and the coordination and collection of necessary forms (i.e. Liability Insurance, Registration/Medical Consent Forms, Voluntary Disclosure Forms, and Roster Forms).
• Facilitates accurate data recording to assist with Camperships and Camper Day tracking
• Shares group impact stories and other important information about guest groups with staff meetings in conjunction with the mission, vision, and core values at Forest Home.
• Seeks opportunities and proposes new systems/processes to ensure the highest level of efficiency in the event planning process.
• Creates and revises reports on an as-need basis.
• Accounts for the overall safety and security procedures for Guest Conference staff and guests
• Actively promote the 4 Trees of Quality Standards
• Actively supports and participates in spiritual life activities.
• Performs other duties as assigned.

• College degree is a plus
• Career experience in ministry, sales, marketing, business, guest relations, or related area
• Clear understanding of sales as a ministry
• Experience working or…