Esalen Institute

Programs Administrative Coordinator

Esalen Institute

full-time

Posted on:

Location Type: Remote

Location: United States

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Salary

💰 $24 - $30 per hour

About the role

  • 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.

Requirements

  • 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.
Benefits
  • medical and dental insurance
  • paid time off
  • personal and professional development programs
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
administrative processesdata accuracyworkflow managementproject managementreport productiondigital platform proficiencyCMS toolsMicrosoft OfficeGoogle WorkspaceAsana
Soft Skills
attention to detailcommunication skillsorganizational skillsself-motivatedproactiveproblem-solving skillsability to prioritize tasksflexibilitydiscretioncollaborative team player