PROGRAMS ADMINISTRATIVE COORDINATOR
At Esalen, we believe in the power of our potential - both in our staff and in our global community of students and faculty who turn to us for transformative learning experiences. More than 60 years ago, Esalen co-founders imagined a place inspired by Abraham Maslow’s psychology of peak experiences and Aldous Huxley’s belief in “human potentialities”, the unrealized capacities of our mind and body. Today we build on this legacy by creating deep connections in a world challenged by disconnection and isolation; reigniting awe and wonder to spark greater curiosity about ourselves and others; and asking the questions that can lead to transformative change both for an individual and society.
Esalen isn’t just a place to work, it’s an invitation to help change the world.
OVERVIEW
Reporting to the Sr. Programming Specialists, the Programs Administrative Coordinator is an essential member of a small, high functioning team who share responsibility for all administrative aspects of workshop programming, including identifying, vetting, scheduling, developing, publishing and delivering workshops and education-related events at Esalen. The Programs Administrative Coordinator’s primary responsibility is to support the workshop programming team with an array of essential, repetitive, and varied administrative tasks.
KEY RESPONSIBILITIES
Coordinate and track administrative aspects of workshop programming, including publishing, housing, compliance (e.g., background checks), promotional assets, workshop logistics, and external communication.
Track and manage the workshop publishing timeline, ensuring team-established deadlines are consistently met; proactively flag risks, coordinating with stakeholders to resolve blockers, and communicate status internally.
Lead administrative setup for repeat and core faculty programs, including batching workshop entries into systems (e.g., Asana, Google Docs, Retreat Guru) to support annual scheduling cycles.
Publish workshops, faculty bios, and photos to Esalen’s website.
Coordinate and communicate detailed information pertaining to workshop logistics both internally with the on-site team and externally with the faculty.
Accurately produce and maintain reports to support the team in planning, analyzing and monitoring workshops.
Ensure data accuracy and consistency across systems, databases, and tracking tools.
Sustain the integrity of established workflows by maintaining strong organization, rigorously reviewing work for accuracy at all stages, effectively prioritizing time-sensitive tasks, and ensuring clear, proactive communication regarding progress and any delays.
Manage the team’s shared inboxes. Offer high-touch support to faculty, potential faculty, and guests through email; redirect emails to the relevant team members as needed.
QUALIFICATIONS
History of successful execution of administrative processes in a fast-paced environment.
Strong administrative experience with the ability to manage multiple workflows, systems, and priorities simultaneously.
Exceptional attention to detail and ability to maintain and enforce processes, policies, and data accuracy.
Proficiency in Microsoft Office and/or Google Workspace; comfort working across multiple digital platforms (e.g., CMS tools like Webflow, project management systems).
Excellent written and verbal communication skills; able to convey complex information clearly and professionally.
Highly organized, self-motivated, and proactive, with the ability to anticipate needs and take initiative.
Demonstrated ability to work independently with minimal supervision while contributing effectively as part of a collaborative team while having the flexibility to handle change calmly and professionally.
Strong problem-solving skills, including the ability to anticipate, prevent, and resolve issues in a dynamic environment.
Ability to prioritize tasks, manage deadlines, and adapt to shifting priorities with professionalism and composure.
Discretion and professionalism in handling confidential and sensitive information.
Affinity with Esalen’s mission.
PREFERRED, but not required:
Experience with retreat centers and/or Retreat Guru software
An intention to be in the role for at least two years, as training is extensive.
SCHEDULE
The Programs Administrative Coordinator is expected to work full 8-hour days Monday through Fridays.
LOCATION
The Programs Administrative Coordinator is a fully remote position.
PHYSICAL REQUIREMENTS
While performing the duties of this job, the employee must be able to perform daily repetitive hand motions as it pertains to computer mouse and keyboard.
FLEXIBILITY
Esalen functions best when all staff work toward the common mission of encouraging everyone to reach our highest human potential. With this goal 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 Esalen’s and your team’s needs.
COMPENSATION
This role offers a generous benefits package including competitive pay commensurate with experience, medical and dental insurance, and paid time off. In alignment with Esalen’s mission in advancing human potential, staff are encouraged to engage in a wide range of personal and professional development programs designed by Esalen faculty and staff.
Esalen Institute is an Equal Opportunity Employer.