Operations Assistant

Location: Flexible, Pacific Northwest Preferred

About Us

Pacific Integral is a pioneering organization committed to facilitating personal and collective transformation through innovative methodologies and integral practices. We aim to support the emergence of a sustainable, equitable and beautiful future for humanity and all of creation. To this end, we endeavor to impact human development, leadership, and social change at the emergent edge of consciousness and action. At the core of our work is a growing collection of virtual and in-person offerings ranging from half-day workshops to year-long intensive retreat programs. Please learn more about what we do at www.pacificintegral.com.

Job Description

Pacific Integral is looking for a highly organized, detail-oriented Operations Assistant to support the Principles and Senior Faculty in expanding and streamlining our operations. This role involves a range of tasks including managing email and telephone communications, scheduling appointments, coordinating with retreat locations and participants, logistically stewarding cohorts through our various programs, and assisting with daily operational requirements. Working directly with the Principles and Senior Faculty, the successful candidate will play a vital role in maintaining the organization's stability, responsiveness, and care for our extended community.

Responsibilities

• Conserve Senior Faculty’s time by reading, researching, and routing email correspondence; drafting letters and documents; collecting and analyzing information; and initiating email and telecommunications.
• Manage, track, and support enrollment and outreach for our programs and workshops.
• Oversee the logistics of our programming including coordinating with retreat participants around their travel needs and logistical concerns, setting up zoom sessions for virtual offerings, administering billing and payment plans, and providing customer service related to our offerings, etc.
• Act as liaison with our retreat sites to ensure clear agreements, smooth arrangements, and prep for PI’s arrival.
• Maintain Senior Faculty’s appointment schedule and calendar by planning and scheduling meetings, conferences, teleconferences, coaching clients, and travel.
• Make all travel arrangements for the Senior Faculty according to their scheduling needs, travel preferences, and health and well-being needs.
• Manage and carry out personal tasks for the Senior Faculty in order to free up their time for high-value work activities.
• Maintain a filing system for important and confidential company documents, manage and maintain backend systems such as our CRM, Google Drive, and budget tracking.
• Organize and schedule appointments, meetings, and events.
• Record meeting discussions, editing newsletters and posts, and writing emails.
• Assist in the preparation and coordination of organization events and meetings.
• Perform basic Video/audio editing (deleting breaks, adjusting audio settings etc).

Qualifications

• Strong organizational/problem solving skills and attention to detail balanced by emotional maturity, flexibility, and a willingness to work on a process oriented team.
• An interest in our work, adult development, transformative community, or applied spiritual practice.
• Bachelor's degree or equivalent experience in business administration, organizational development, marketing, business administration, or a related field ideal or proven experience as an administrative or executive assistant.. Can train the right person who is fluid or intuitive with computers and organizational skills.
• Excellent written and verbal communication skills, including proofreading and copy editing.
• The ability to cultivate genuine relationships with individuals that balance the personal and professional. Sensitivity to communicate patiently and compassionately with program participants.
• Proficiency in GSuite, Squarespace, Mailchimp, and other relevant software applications.
• Ability to work independently with minimal supervision and as part of a collaborative team.
• The ability to organize and manage multiple projects concurrently and meet deadlines.