Onsite Programs Lead: Self-Guided Explorations & TiR

Esalen Institute; California; On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Housing on-site

All meals provided

Medical and dental insurance

Paid time off

Job summary

Esalen Institute is seeking an Onsite Program Coordinator to support Self-Guided Explorations, TiR, WEP, and related programming. You will help maintain schedules, coordinate with facilitators, and ensure smooth delivery of transformative experiences on-site.

The role emphasizes service, structure, and clear communication, with responsibilities spanning class facilitation, data tracking, CMS support, and event coordination. Housing and meals are provided as part of the package.

Qualifications

• 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, mindfulness).
• Deep familiarity with Esalen’s mission and land-based culture preferred.
• Tech-forward and comfortable using AI-enabled tools (Notion, Motion, ChatGPT, Canva, Asana, Airtable, Google Workspace, Zapier, Slack).
• Excellent written and verbal communication with strong organizational skills.

Responsibilities

• Coordinate and publish the weekly Self-Guided Explorations calendar.
• Manage scheduling with rotating facilitators, including tracking availability and substitutions.
• Serve as liaison with Guest Services and other departments on schedule updates.
• Prepare and print weekly schedules; update website, signage, and email updates.
• Communicate with facilitators to confirm logistics and deliverables.
• Collect, track, and submit invoices; maintain facilitator rosters and onboarding docs.
• Onboard new facilitators and manage TiR housing and materials.
• Coordinate TiR housing and communications; collect bios and headshots for TiR/WEP.
• Serve as point of contact for guest teachers and liaise with production teams.
• Facilitate Self-Guided classes and experiences across modalities.
• Support SOP creation and long-term growth initiatives; track milestones and attendance.
• Maintain CMS for Self-Guided materials; update bios and schedules.
• Provide light production support and assist with events and pop-ups.

Skills

Program coordination

Facilitation

Trauma-informed practices

Communication

Tech-savvy and AI tools

Tools

Notion

Motion

Canva

Asana

Airtable

Google Workspace

Zapier

Slack

Job description

Esalen Institute is seeking an Onsite Program Coordinator to support Self-Guided Explorations, TiR, WEP, and related programming. You will help maintain schedules, coordinate with facilitators, and ensure smooth delivery of transformative experiences on-site.

The role emphasizes service, structure, and clear communication, with responsibilities spanning class facilitation, data tracking, CMS support, and event coordination. Housing and meals are provided as part of the package.