Operations & Retreat Coordinator

This is not a traditional coordinator role. You will be the operational engine that keeps our retreats running seamlessly, our practitioners well-supported, and our guests cared for at every stage of their journey. You will own the full guest journey from booking confirmation to checkout, manage our retreat logistics end to end, keep our physical operations in order, and support the practitioner team and governance infrastructure that underpins everything we do. You will work closely with one of the most detail-driven operators in the business and will be expected to match that standard from day one. Over time, this role carries genuine growth potential for the right person. We want someone who is not just here to execute tasks but to notice inefficiencies, propose solutions, and help build the infrastructure that scales with us. The role is 3 days per week to begin.

What You Will Do

• Retreat Operations and Guest Experience (approximately 55%)
  • Own the operational delivery of every retreat, ensuring every guest arrives to a seamless and beautifully considered experience.
  • Own the full guest journey post‑booking: itinerary creation, scheduling, dietary coordination, and pre‑arrival communications.
  • Be the primary liaison with Mandarin Oriental Hyde Park and other venue partners on all day‑to‑day operational matters.
  • Coordinate and schedule the practitioner team for each stay, managing availability, briefings, and any last‑minute changes.
  • Manage retreat set‑up and breakdown: arranging rooms, preparing treatment spaces, ensuring all items are in place before a guest arrives.
  • Manage our storage unit: maintaining an organised and accurate inventory, pulling items for each stay, and returning and restocking post‑retreat.
  • Order new supplies and consumables as needed, managing relationships with relevant suppliers.
  • Build and maintain templated build sheets and run‑of‑show documents so retreats can be executed consistently and efficiently.
  • Conduct post‑retreat wrap‑ups, ensuring feedback is captured and any issues are logged and resolved.
  • Collect practitioner after‑care notes, format and share them with the guest in a timely and polished way, and distribute post‑programme feedback forms.
  • Work within the agreed budget for each stay, managing spend and resource allocation thoughtfully while maintaining the standard of care our guests expect.
• Practitioner Administration and Governance (approximately 30%)
  • Support with practitioner onboarding: documentation, compliance checks, contracts, and system set‑up.
  • Maintain the practitioner database, keeping records current and flagging anything that needs renewal or attention.
  • Coordinate quarterly check‑ins and practitioner community communications.
  • Keep governance documents, policies, and training records updated in line with regulatory requirements and internal standards.
  • Support the SVP in building a practitioner community that feels engaged, informed, and proud to work with The Tenth.
• Executive and Operational Support (approximately 15%)
  • Help protect the SVP's time and ensure nothing falls through the gaps in a fast‑moving operation.
  • Track open actions across projects and chase completion without being asked.
  • Turn voice notes, WhatsApp threads, and meeting outcomes into structured next‑step plans.
  • Document processes as you go, building an operational manual that means knowledge does not leave with a person.
  • Trial and onboard new tools where they would genuinely improve efficiency: you will have the autonomy to test, evaluate, and implement.

We Are Looking For Someone Specific

• Have a background in luxury hospitality, boutique retreat operations, private EA, or a family/personal office environment where standards were exacting.
• Are obsessively detail‑oriented: you catch errors others miss and you feel uncomfortable when things are not quite right.
• Can operate at pace without sacrificing quality: you manage multiple priorities simultaneously and know instinctively what needs to move first.
• Write and communicate with precision and polish: your emails are clear, well‑structured, and correct first time.
• Have a calm, professional, warm manner with clients and external partners: you can represent The Tenth with confidence.
• Are curious about systems and tools: you think about how things could work better and you are willing to test new approaches.
• Are comfortable with physical operational work alongside the desk‑based side of the role: room set‑up, storage runs, manual coordination.
• Are energised by variety and do not mind that no two weeks will look the same.
• Have around two to four years of relevant experience and are looking for a role with real ownership and growth potential.

A Note on the Environment

The Tenth is a small team doing something genuinely new. We move quickly, we think on our feet, and we hold ourselves to a high standard. This is an environment where you will be trusted and given real ownership early, and where your work has a visible impact. If you thrive with variety, enjoy solving problems without always having all the information, and find satisfaction in getting the details exactly right, you will love it here. We will invest in you and we will support you: we just will not be able to carry you through a checklist step by step. The expectation is that you bring your own initiative and judgment to the role from the start.