Program Production Manager

Position Summary

The Program Production Manager is the operational backbone of retreat execution at BBRC. This fully on-site role coordinates the planning, logistics, staffing, and cross-team alignment that transforms a confirmed retreat booking into a seamless on-the-ground experience. You will work as the operational liaison across Programs, Operations, Facilities, Dining Services, and Guest Services, and serve as the primary coordination point for our Retreat Manager team.

This role carries production oversight across all three of our program types: open registration retreats, rental programs, and community builder events. You are not the strategic or relational lead on these programs, but you are the person who ensures every detail is tracked, every team is prepared, and nothing falls through.

BBRC Overview

Big Bear Retreat Center is a non-profit, residential retreat center that provides space for mindfulness, compassion, respite, and healing with the purpose of fostering individual and collective transformation and illuminating our interconnectedness with nature, one another, and society. We do this by offering a mix of silent Insight Meditation retreats, and by partnering with organizations supporting various communities including Global Majority, BIPOC, LGBTQIA+, first responders, veterans, and mindfulness communities. 

Big Bear Retreat Center is located a 2.5-hour drive from Los Angeles, nestled in the ancient Juniper forests of the San Bernardino Mountains at a 7,000-foot elevation (four mountain seasons) near the town of Big Bear Lake in Southern California. BBRC is immersed in nature located amidst about 100 acres of forested land with direct access to several hiking trails connected to the property. With an emphasis on accessibility and belonging, our Center provides a refuge for people of all faiths and walks of life.

BBRC Mission

Big Bear Retreat Center is a residential retreat center that provides space for mindfulness, respite, and healing with the purpose of fostering individual and collective transformation and illuminating our interconnectedness with nature, one another, and society.

Role and Responsibilities

• Manage retreat production timelines and readiness post booking confirmation through post-retreat close-out.
• Point of contact for presenters, teachers, rental organizers and community builder leads upon arrival on campus – conducting orientation and walk throughs of session spaces
• Coordinate across Operations, Facilities, Dining Services, and Guest Services to ensure all teams are aligned and prepared for every retreat
• Creator and keeper of ‘Team Page’ to ensure visibility and clarity of cross-departmental details 
• Build and manage the retreat coverage schedule, including Retreat Manager rotating assignments and briefings.
• Verify that teacher logistics, guest needs, dietary accommodations, accessibility arrangements, and space setup are all confirmed and communicated to the right teams – including oversight of tech requirements for hybrid programs.
• Hold oversight of the full guest communication sequence, ensuring pre-retreat emails, arrival instructions, and information are accurate and complete.
• Serve as the internal Retreat Guru authority, maintaining data accuracy and synchronization across systems and exports.
• Oversee retreat financial close-out, including revenue reconciliation, teacher pay, and vendor payments.
• Lead post-retreat debriefs, receive teacher/organizer feedback and feed operational learning back into future planning.
• Supervise Programs associates and manage seasonal on-site staff during production and execution phases.

Skills and Experience

• 5 or more years of experience in retreat coordination, residential event production, or program operations.
• Working knowledge of Retreat Guru or comparable retreat registration software; Retreat Guru experience strongly preferred.
• Proven ability to manage multiple concurrent programs across different teams without losing detail.
• Experience supervising people and coordinating cross-functional teams toward shared deadlines.
• Calm, organized, and decisive under the pressure of active retreat production.
• Strong written and verbal communication skills for internal coordination.
• Working knowledge of audio-visual and technology requirements for livestream, hybrid or virtual events an asset.
• Comfort with retreat financial processes including reconciliation, teacher pay, and vendor management.
• Familiarity with Insight Meditation or wellness retreat environments preferred.

Employee may experience the following physical demands for extended periods of time (% of average workday):

• Sitting, standing, walking (25%)
• Working at a computer or on calls (60%)
• Other activities - carrying, lifting 20-50 lbs (15%)

Flexibility:

• BBRC functions best when all staff work toward the common mission. With this in mind, this job description is not intended to cover or contain an all-encompassing listing of activities, duties or responsibilities that may be required. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice based on BBRC’s and your team’s needs.

Big Bear Retreat Center is an equal opportunity employer. At BBRC we strive for equity, celebrate diversity and are committed to creating an inclusive environment for all.