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Esalen Institute · 3 months ago

ONSITE SGE PROGRAMS COORDINATOR AND FACILITATOR

Big Sur, California

Full-time

Onsite

Entry, Mid Level

$52K/yr - $72K/yr

2+ years exp

Esalen Institute is dedicated to transformative learning experiences and fostering human potential. They are seeking an Onsite Program Coordinator to support the Self-Guided Explorations and other programming, ensuring smooth delivery and coordination while maintaining strong relationships with facilitators and guest services.

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Responsibilities

Coordinate and publish the weekly Self-Guided Explorations calendar

Manage scheduling with Esalen's rotating team of facilitators, including tracking availability, confirming assignments, and managing callouts or substitutions

Serve as the main liaison with Guest Services and other departments on all schedule-related updates

Prepare and print physical and digital versions of weekly schedules; submit content for website, signage, and email updates

Communicate regularly with facilitators to confirm logistics and deliverables

Collect, track, and submit invoices for approval and payment

Maintain facilitator rosters, contracts, and onboarding documentation

Help onboard new facilitators and manage materials for orientation

Coordinate scheduling, housing, and communication for Teachers-in-Residence (TiR)

Collect bios, headshots, and other assets for TIR and WEP

Serve as a point of contact for guest teachers, ensuring they are welcomed and supported

Liaise with Guest Services, the production team, and others to ensure smooth delivery

Able to create, hold, and facilitate Self-Guided classes, orientations, and experiences across modalities, including but not limited to classes in embodiment, creativity, relational exploration, outdoor experiences, guest orientation

Partner on the creation and refinement of relevant SOPs

Support long-term growth initiatives and help operationalize new offerings

Help track special projects, experiments, and development milestones

Track attendance, collect guest feedback and other relevant metrics

Maintain program records and reports to support the Director of Product in making informed, data-driven decisions

Help maintain and organize the content management system (CMS) for Self-Guided program materials

Organize and update bios, schedules, and written assets for the web

Assist with printed and digital asset creation and support light content development

Provide light production support for Self-Guided classes and events

Coordinate room use and flow with Production and Front Desk teams

Assist with planning and execution of pop-up events or special activations under the Self-Guided umbrella

Qualification

Program coordinationTrauma-informed facilitationContent management systemAI-enabled toolsOrganizational skillsDesign sensibilityService-orientedCommunicationAttention to detail

Required

Minimum 2–4 years in program coordination, retreat or education support, or administrative operations

Experience teaching or facilitating trauma-informed group practices (e.g., yoga, movement, creative expression, mindfulness, or related fields)

Deep familiarity with Esalen's mission, ideally with lived experience on the land (e.g., as a staff member, workshop participant, or guest)

Tech-forward and comfortable using AI-enabled tools such as Superhuman, Notion, Motion, ChatGPT, Canva, and modern productivity platforms like Asana, Airtable, Google Workspace, Zapier, Slack

Excellent written and verbal communication skills, with a high level of interpersonal intelligence

Strong attention to detail and organizational skills— especially with schedules, logistics, and internal communication

Have a design sensibility: able to recognize aesthetic alignment and support the creation of visually clear, attractive internal and guest-facing materials

Oriented toward service and systems— able to hold structure within a dynamic and evolving environment with agility, openness and grace