Onsite Event & Production 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

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.