Esalen Institute

Administrative Assistant

• 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.

Programs Administrative Coordinator