Retreat Sales Administrative Assistant; Part-Time

Position Overview

The Retreat Sales Administrative Assistant position serves to ensure groups’ booking experience is smooth, accurate, timely, and reflects our relational ministry approach. This part‑time position will handle all administrative details of the booking process from contract creation to data entry to collecting forms and ensuring groups pay their account balances. The assistant will ensure that all details negotiated with the Director of Retreat Sales are communicated accurately to the Retreat Coordinator Team to ensure a satisfied group experience.

• Responsible for all administrative details of the booking process
  • Receive accurate information from the Director of Retreat Sales regarding group needs
  • Carry out bookings with an emphasis on prompt responses and follow‑through—goal that customers are not waiting on us
  • Enter group information into all software and contracts
  • Ensure group leaders have all information needed regarding their retreat booking
  • Responsible for ensuring timely turnaround on contract and deposit from groups
  • Contact customers to collect missing information or payments
• Communicate group needs to the Retreat Coordinator Team
  • Ensure all data is accurately reflected in systems, contracts, and group folders
  • Assist in administrative details of group experience, including creating invoices or follow‑up for accounts receivable
• Responsible for data entry and working knowledge of sales programs
  • Primary user for department in the following administrative programs:
    Circuitree
    , Docusign
    , Waiver file
    , Excel
    , Keap
    , Invoice berry
  • Primary person responsible for knowledge in certificate of insurance and tax exemption documents
  • Create and maintain efficient processes for booking and contracting
• May be responsible for other sales processes such as:
  • Reporting requested by Director of Retreat Sales
  • Assist with retention efforts
  • Other tasks as directed by Director of Retreat Sales
• Support key outcomes
  • Assist in contributing to and helping achieve annual ministry goals set by leadership
  • Contribute to team efforts by accomplishing tasks as needed

• Spiritual Growth and Alignment
  • Consistent evidence of a growing relationship with Christ
  • Awareness and desire to deploy their spiritual gift(s) in this ministry
  • Agreement with T Bar M’s Doctrinal Statement
  • A strong sense of calling to T Bar M
  • Whole‑hearted support of T Bar M’s Vision, Core Values, and Mission
• Humility and Adaptability
  • Willingness to hold personal schedule loosely and assist Retreat Coordinator Team however needed
  • Content to work behind the scenes and support team
• High Organizational Skills
  • High organizational skills and ability to manage a number of projects at the same time
  • Ability to prioritize own workload while supporting the Retreats Team
  • Well versed in MS Office (Excel in particular)
  • Must be detail oriented
• Excellent Communication Skills
  • Ability to interact, communicate and present to team and customers/partners
  • Present a professional and relational demeanor at all times as a representative of T Bar M and our ministry
  • Have excellent verbal and written communication skills
• Good “fit” for T Bar M Camps & Retreats
  • Camp ministry is a lifestyle in which we subject ourselves to accountability with one another as we live in community together
  • Ability to keep up with the pace of camp life
  • Decisions and actions must consistently reflect the core values of our ministry
  • A team player who maintains a collaborative attitude
  • Ability to think ministry‑wide by having a T Bar M mentality

This position is a part‑time, hourly position that pays $18–$20 per hour. There are no insurance packages available with this role, but participation in CCG’s 401(k) Retirement Plan is an option.