Retreat Coordinator

We’re looking for one brilliant person to own each trip from start to finish. You’ll be the single point of accountability for every step between a host saying “yes” and our guests coming home raving — bringing host relationships, marketing and operations together under one owner. This is a role for a dynamic, energetic self-starter who loves momentum and detail in equal measure. You’ll juggle a live portfolio of trips, keep every one moving, and make the whole thing look effortless from the outside. What you’ll do • Win and onboard hosts — source, pitch and bring on new hosts, run the first calls, and keep prospective hosts excited from first interest through to launch. • Shape each trip — draft costings and itineraries, price trips within our trusted-venue playbook, and build trip pages that sell. • Drive social & sign-ups — plan, produce and post Instagram reels, posts and stories, build sign-up pages, and coordinate launches so content, pages and email land together. • Source and run logistics — reach out to and negotiate with venues, catering, transfers and guides; confirm everything against our venue bible; own the run sheet and on-trip logistics. • Look after guests — handle guest emails and WhatsApp, manage bookings in WeTravel, and run host briefing calls ahead of each trip. • Keep it on budget — manage supplier payment requests, set clear payment expectations, and flag pricing decisions to the team. • Own a master checklist — run every trip through a repeatable lifecycle so nothing slips, and keep leadership updated with a tight async wrap. Who you are A total gun. Exceptionally organised, with forensic attention to detail and a relentlessly proactive streak — you spot the thing that’s about to slip and fix it before anyone asks. • You thrive owning a long, multi-trip to-do list and self-prioritising without daily check-ins. • You combine a hustler’s bias for momentum with the discipline never to over-promise. • You’re a confident negotiator with hosts and suppliers, and calm, warm and quick with customers. • You can produce and post social content — reels and posts — to a publishable standard yourself. • You’re systems-minded: you treat a checklist as a master template, not a pile of sticky notes, and you’re comfortable in tools like Notion, WeTravel and Calendly. The details • Schedule: 4 days per week. • Location: work from home. Ideally within commutable distance of London for occasional in-person catch-ups, though we’re open to other locations for the right person. You’ll work across UK and US time zones, so some flexibility on hours is essential. • Type: ongoing contractor role. Overseas travel will be required. How to apply Tell us why you’re the total gun we’re looking for, and share an example of a project (ideally an event, trip or launch) you owned end-to-end.