EVENT SERVICES COORDINATOR

Esalen Institute; California (MO); On-site; USD 28,929 - 39,950; Full time

Benefits offered by this job

Housing

Medical and dental insurance

Paid time off

Job summary

Esalen Institute in Big Sur is seeking a full-time Event Services Assistant to ensure high-quality workshop experiences and to meet the needs of our faculty and teachers. The role sits in Esalen’s Event Services and reports to the Event and Program Production Manager, with housing included.

The ideal candidate is people-centered, highly organized, and tech-savvy, with proven event delivery experience and knowledge of production best practices.

Qualifications

• 2+ years of events-related experience (planning and on-site delivery preferred).
• Excellent organizational skills and follow-through.
• Outstanding communication and interpersonal abilities.
• Knowledge of A/V set-up, operation and troubleshooting.
• Tech-savvy; proficient with Asana, Slack, and Google Workspace for coordination and execution.
• Must be able to bend and lift heavy objects.
• Excellent people skills.
• Prior time at Esalen and familiarity with its history and culture is a plus.

Responsibilities

• Review the weekly event resume summarizing set-up/break-down needs by venue.
• With direction from the Event and Program Production Manager, confirm room set-up and coordinate onsite with visiting faculty/teachers/assistants.
• Support occasional non-standard set-ups (e.g., baths or fire pit) by orienting faculty beforehand and reviewing close-out procedures.
• Assist with real-time workshop issues, especially on weekends and weekday evenings during scheduled hours, under the direction of the Events Manager when email coverage by programming is limited.
• Log communications and build SOPs and workflows in Asana, with direction from the Events Manager, for repeatable execution.
• Assist with cleaning and preparation of all workshop spaces, striking and resetting each room to spec, including weekends.
• Consult with Programs, Self-Guided Experience and the Wednesday Evening Program to support event set-up/strike, keeping the Events Manager informed.
• Coordinate arrivals with Gate; meet faculty/assistants in their venue, orient them to the features of the room, and confirm pre-arranged printing requests.
• Be available during working hours for on-call support via Slack and radio.
• Visit all active venues prior to the first workshop session to confirm smooth set-ups and answer questions.
• Conduct periodic check-ins over the course of the week/weekend as availability allows.
• Communicate any faculty issues directly with guests, as needed.
• Respond to on-the-fly requests from faculty during scheduled working hours.
• Complete additional tasks assigned by the Events Manager to support operational flow.

Skills

Event planning

On-site delivery

Organizational skills

Communication

A/V knowledge

Tech-savvy

Tools

Asana

Slack

Google Workspace

Job description

At Esalen, we believe in the power of our potential -- both in our staff and in our global community of students and faculty who turn to us for transformative learning experiences. More than 60 years ago, Esalen co-founders imagined a place inspired by Abraham Maslow’s psychology of peak experiences and Aldous Huxley’s belief in “human potentialities”, the unrealized capacities of our mind and body. Today we build on this legacy by creating deep connections in a world challenged by disconnection and isolation; reigniting awe and wonder to spark greater curiosity about ourselves and others; and asking the questions that can lead to transformative change both for an individual and society.

Esalen isn’t just a place to work, it’s an invitation to help change the world.

OVERVIEW

This full‑time role is pivotal to the quality of our workshop experience and to meeting the specific needs of our faculty and teachers. We’re seeking a people‑centered, highly organized, and tech‑savvy professional with proven event delivery experience and working knowledge of production best practices. The ideal candidate builds strong relationships, communicates clearly, streamlines logistics with modern tools, and brings a zest for life rooted in personal growth and community living. This position sits within Esalen’s Event Services department and reports directly to the Event and Program Production Manager (Events Manager). This role is located in Big Sur and includes housing.

KEY RESPONSIBILITIES

Planning & Coordination

• Review the weekly event resume summarizing set‑up/break‑down needs by venue.
• With direction from the Event and Program Production Manager, confirm room set‑up and coordinate onsite with visiting faculty/teachers/assistants.
• Support occasional non‑standard set‑ups (e.g., baths or fire pit) by orienting faculty beforehand and reviewing close‑out procedures. This reinforces communication already in place from the Programs Department.
• Assist with real‑time workshop issues, especially on weekends and weekday evenings during scheduled hours, under the direction of the Events Manager when email coverage by programming is limited.
• Log communications and build SOPs and workflows in Asana, with direction from the Events Manager, for repeatable execution.

Setup & Operations

• Assist with cleaning and preparation of all workshop spaces, striking and resetting each room to spec, including weekends.
• Consult, as needed, with Programs, Self‑Guided Experience and the Wednesday Evening Program to support event set‑up/strike, always keeping the Events Manager informed.
• Coordinate arrivals with Gate; meet faculty and/or assistants in their venue, orient them to the features of the room, point out restrooms/resources, and confirm pre‑arranged printing requests.
• Be available during working hours for on‑call support via Slack and radio.
• Visit all active venues prior to the first workshop session to confirm smooth set‑ups and answer questions.
• Conduct periodic check‑ins over the course of the week/weekend as during scheduled working hours availability allows.
• Communicate any faculty issues (e.g., delays, etc.) directly with guests, with direction from the Events Manager and the relevant teams, as needed.
• Respond to ‘on‑the‑fly’ requests from faculty during scheduled working hours.
• Complete additional tasks assigned by the Events Manager, designed to support operational flow and to ensure clean and well‑maintained workshop venues and storage areas.

Post‑Event & Continuous Improvement

• Follow up with the Events Manager to review any visiting faculty/teacher feedback, capture learnings and track areas for improvement.

Assets & A/V

• Create and maintain an inventory of all Events‑related goods.
• Conduct routine cleaning and maintenance of all A/V equipment and handle basic troubleshooting.
• Research competitive technologies and recommend/implement updates to the Events Services toolkit.

QUALIFICATIONS

• 2+ years of events‑related experience (planning and on‑site delivery preferred).
• Excellent organizational skills and follow‑through.
• Outstanding communication and interpersonal abilities.
• Knowledge of A/V set‑up, operation and troubleshooting.
• Tech‑savvy; proficient with Asana, Slack, and Google Workspace for coordination and execution.
• Must be able to bend and lift heavy objects.
• Excellent people skills.
• Prior time at Esalen and familiarity with its history and culture is a plus.

FLEXIBILITY

• Esalen functions best when all staff work toward the common mission of encouraging everyone to reach our highest human potential. With this goal in mind, this job description is not intended to cover or contain an all‑encompassing listing of activities, duties or responsibilities that may be required. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice based on Esalen’s and your team’s needs.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee must be able to maneuver on uneven ground, sit for long periods of time, occasionally carry and lift up to 35 pounds, and be able perform daily repetitive hand motions as it pertains to computer mouse and keyboard.

COMPENSATION

This role offers a generous benefits package including competitive pay commensurate with experience, medical and dental insurance, and paid time off. In alignment with Esalen’s mission in advancing human potential, staff are encouraged to engage in a wide range of personal and professional development programs designed by Esalen faculty and staff.

$21.68 - $29.20 an hour
Pay is commensurate with experience and internal equity.

Esalen Institute is an Equal Opportunity Employer.