We’re Hiring!

Divine Feminine Yoga, LLC, is expanding our team. We are looking for a highly skilled team member for the position of Operations Manager/Executive Assistant.

Please review the position below about the candidate we wish to hire, and follow the application instructions if you are interested.

About Divine Feminine Yoga
Divine Feminine Yoga, LLC, offers free online conferences, paid trainings and webinars, live in-person retreats, and a full range of yoga teacher mentoring and business coaching services. Our company is growing rapidly as we serve thousands of yoga teachers and conscious healers around the world.

More than 9500 women have registered to attend past telesummits on Divine Feminine Yoga, featuring top experts on women’s healing and empowerment through yoga. These conferences are a free service to the community available live via phone or Internet, with recordings and transcripts available later for purchase.

Divine Feminine Yoga leads online courses and retreats and a year-long in-depth training and mentoring program. We also lead several in-person retreats in San Francisco and around the United States throughout the year.

OPERATIONS MANAGER/EXECUTIVE ASSISTANT

Job Summary
Our ideal candidate has a natural talent for managing the operations of a busy company and organizing our back-end office. You must be comfortable managing both people and projects while juggling multiple priorities every day. You enjoy collaboration and are excited by the possibility of contributing to the success of a rapidly growing, creative team.

You must have excellent communication skills in both writing and speaking, exhibit great customer service skills, manage deadlines well, and pay close attention to details. You must be results-oriented and passionate about providing excellent customer care for our clients.

You are knowledgeable about how to plan for live events and retreats. You are comfortable supervising other team members, including initiating team meetings and facilitating the hiring and evaluation process of volunteers and other paid staff. You are motivated to create systems and processes to get the job done efficiently, and you are a self-starter who enjoys new challenges.

You are ideal for this position if:

You are very detail oriented.
You relish organizing and preparing for live events and retreats.
You enjoy creating and implementing new systems.
You thrive in a fast-paced environment.
You are committed to growing professionally.
You are adept at managing operations and complex group projects.
You love being the “behind the scenes” person who makes it easy for our company to succeed.
You are comfortable working virtually with your computer and telephone.
You are energized managing a team and greeting our clients.
You are excited to learn new skills and explore new technologies.
You are motivated to support the Director in whatever needs to be done.
You are a team player and are always willing to put forth your finest work.

Executive Assistant Tasks
Provide travel arrangements for Director and manage her calendar.
Handle scheduling for Director.
Manage coaching service delivery and track client hours.
Send thank you cards/gifts as requested by Director.
Help organize company files.
Maintain company supplies and retreat supplies in orderly way.
Provide data entry for incoming information.
Coordinate pre- and post-speaking tasks when Director is a guest speaker.
Make sure Director has printed materials and other needed supplies.
Manage Director at DivineFeminineYoga.com front account.
Manage Facebook messages to Director.
Keep track of corporate paperwork filing deadlines.
Keep track of EDD deadlines, paperwork, and trademark infringement.
Manage completion of projects requested by Director.

Financial Tasks
Approve and pay team/vendor invoices and payroll.
Issue affiliate checks with approval from Director.
Approve and purchase event/company supplies.
Maintain receipts in orderly files, and provide lists of cash and receipts to bookkeeper.
Liaison with the bookkeeper and manage creation of financial reports.
Write letters to clients with delinquent accounts.
Print monthly reports of outstanding future payments.
Track tax filing and payment deadlines.
Provide financial reporting for sales generated and production budget after each live event.
Print financial reports and put in ledger book.
Meet with Director monthly to review financial reports.
Manage expense reduction and strategies to prevent cash flow leaks.
Track affiliate commissions owed to us from partners we promote.

Coordinate Retreats
Plan live events including team, tasks, supplies and vendors.
Prepare supplies and handouts in advance of all retreats.
Attend live events in person to assist staff in registration and customer support.
Create inventory and pack up all materials at the end of the retreat.
Track all sales at retreats and communicate with technical VA immediately.
Supervise the negotiation of hotel contracts.
Coordinate RSVPs for Inner Circle live retreats and make reminder calls.
Recruit program assistants for live events.
Supervise team member who makes outreach calls for public retreats.
Be familiar with sound and lighting needs at live events.

Supervise other Team Members and Miscellaneous Admin. Activities
Perform team management tasks.
Meet with Virtual Assistant and delegate tasks to her.
Monitor team time logs/task logs for excellent productivity.
Conduct review/accountability meetings with team reporting to project manager.
Oversee creation of operations manual for all departments.
Manage time off/vacation needs for team.
Lead team meetings for upcoming launches and retreats.
Setup email.
Provide light graphic design.

Required Previous Experience

Experience with complex event planning such as retreats, weddings, parties, or corporate events.
Experience managing an office and maintaining orderly systems and files.
Experience managing people in complex teams such as volunteer coordinating, retreat leadership, or office staff.
Experience handling customer service and client care issues.

Commitment and Hours
We require that you make this position your highest-priority commitment. We need you to be 100% present and available to do whatever it takes to get the job done well.

This position requires 15-30 hours per week. This job has the potential to grow to full time for the right person. You need to have a flexible schedule and work fewer hours during slower times and more hours in busier times.

You must be available to work in our Oakland, CA home office 2 days per week. You will work the other days from your home. You must have a laptop computer and appropriate environment for handling customer service and team meeting phone calls. These are non-negotiable workspace requirements.

Most working hours fall within 9-5pm PST, Monday through Friday. You will work 2 to 3 local retreats per year, and 1 to 2 out-of-town retreats per year. All your expenses will be paid for these retreats.

Compensation
Payment for this position is $22 to $28 per hour, depending on your qualifications and experience. There will be performance-based bonuses to augment your income as we grow our business. If you start with us by Nov. 22, 2013, we will provide you an all-expense paid trip to Washington, DC, to work at a 4-day retreat for yoga teachers in December.

Preferred Start Date: Nov. 22, 2013
Please reply as soon as possible. Applications received by Nov. 5, 2013, will receive special consideration.

Successful applicants must undergo reference checks. Current employers will not be contacted without your approval.

How to Apply
Please answer the following questions in the body of an email and send to Jobs@DivineFeminineYoga.com. Please do not send attachments or a resume. Provide your answers in a numbered list as illustrated below.

The subject line of your application should read:
Operations Manager – [Your first and last name]

In the beginning of the email, please include your:

Full name
Mailing address
Phone number
Email address

Provide the following information:

Why you want to be a part of our Divine Feminine Yoga team.
Why you think you’d be great for this position.
Your favorite job you’ve ever had and what you loved about it.
Your least favorite job you’ve ever had and what you didn’t like about it.
Any specific training, experience or skill sets you have that would be valuable for this position.
Your experience with software applications and virtual office technology.
Describe your event planning/management experience. Be specific about years and the scale of events you helped produce.
Describe your project managing experience. What major projects did you manage and complete? When? Be specific.
Describe your customer service experience. Be specific about years, the scope of your work, and how you know you’re good at this role.
List 2 relevant job positions you held that make you qualified for this position. For each list:
- Job title and top 5 responsibilities
- Name of company/organization
- Dates you had the job
- Salary
- Name of your supervisor with phone number and email address
- Your reason for leaving
Optional: Do you have experience hosting or producing teleseminars, webinars, Google hangouts, or other types of virtual meetings? Be specific about how much experience and what you did.
Optional: On a scale of 1-10, how familiar are you with the features of Facebook (particularly for running groups)? Describe your Facebook experience.
Optional: Include a link to a short, online video (such as hosted on YouTube) of you describing your strongest skills related to this job posting. How do you see yourself contributing to the growth of Divine Feminine Yoga? We will give priority to applications with videos, because we will get an enhanced perception of your communication abilities.

Additional:
For more information about Divine Feminine Yoga, please visit DivineFeminineYoga.com.

We appreciate your time and your response, and we’ll be in touch with you if your skills and abilities fit the requirements of the position we are offering.