Job Title: Retreat Operations Coordinator
Location: Remote (LATAM/CEE)
Salary Range: 3500 4000 USD/month
Work Schedule: Monday Friday, 9:00 AM to 5:00 PM (CST)
NOTE: INDEPENDENT CONTRACTOR POSITION
Company Overview:
Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent. We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies. Sagan provides a high-performance remote work environment, ensuring access to world-class opportunities for top-tier professionals.
About the Company:
Sagan represents a premium longevity and health optimization clinic serving ultra-high-net-worth executives, athletes, and entrepreneurs. The organization delivers a white-glove, data-driven healthcare experience that blends precision medicine, advanced diagnostics, and highly personalized care through exclusive retreats and ongoing memberships.
Position Overview:
This is a dual-phase, high-growth coordination role designed for a highly organized, proactive operator who thrives in high-touch environments. The Retreat Operations Coordinator role begins with full ownership of executive health retreat coordination and transitions into a Patient Coordinator position supporting an elite longevity physician and ongoing member care. Precision, communication, and anticipation of client needs are critical to success.
Key Responsibilities:
- Serve as the primary point of contact for UHNW clients prior to their executive health retreat.
- Deliver proactive, white-glove communication to ensure clients feel prepared and supported.
- Coordinate retreat logistics, instructions, and scheduling across all pre-retreat touchpoints.
- Provide retreat instructions, coordinate travel details, and anticipate client needs.
- Schedule and manage complex diagnostic testing, including MRI, CT/CCTA, VO2 Max, DEXA, labs, and performance assessments.
- Build precise, personalized retreat itineraries aligned with each client's goals.
- Coordinate with trainers, nurses, imaging centers, phlebotomists, labs, and clinical staff.
- Maintain accurate documentation and internal tracking systems.
- Identify operational gaps and recommend process improvements to enhance efficiency and client experience.
- Schedule all diagnostic testing required for the retreat (MRI, CT/CCTA, VO2 Max, DEXA, labs, InBody, performance assessments, etc.).
- Build precise, personalized retreat itineraries tailored to each client's needs and goals.
- Coordinate across multiple vendors and internal teams (performance, imaging centers, labs, phlebotomy, clinical staff).
- Ensure all logistics are aligned and prepared well in advance.
Operational Excellence:
- Maintain accurate retreat documentation and internal tracking systems.
- Identify operational gaps and propose improvements that enhance retreat flow and client experience.
- Work to continually elevate the retreat experience.
Qualifications:
- 3+ years of experience in operations, coordination, concierge services, healthcare administration, or executive support as retreat Coordinator.
- Should be Tech savvy and comfortable working with software tools and AI
- Exceptional written and verbal communication skills.
- Strong organizational skills with the ability to manage complex, multi-vendor schedules.
- High level of discretion and professionalism working with UHNW clients.
- Proactive, high-agency problem solver who anticipates needs.
- Comfortable working in a medical-adjacent environment (non-clinical).
Nice-to-Haves:
- Experience supporting physicians, clinics, or concierge healthcare practices.
- Background in retreats, events, hospitality, or luxury services.
- Familiarity with health diagnostics, labs, or medical workflows.
- Process documentation or light systems optimization experience.
