PROGRAMS ADMINISTRATIVE COORDINATOR

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.

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.