Note: The job is a remote job and is open to candidates in USA. Esalen Institute is dedicated to transformative learning experiences and building connections. They are seeking a Programs Administrative Coordinator to support the workshop programming team with various administrative tasks related to workshop logistics, communication, and data management.
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
Skills
- 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
- 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
Benefits
- Medical and dental insurance
- Paid time off
- Personal and professional development programs designed by Esalen faculty and staff
Company Overview
- Esalen Institute is a holistic, educational retreat center offering physical and cosmic space for contemplation and creation. It was founded in 1962, and is headquartered in Big Sur, California, USA, with a workforce of 51-200 employees. Its website is https://www.esalen.org/.