Onsite Self-Guided Explorations Coordinator

Esalen; California (MO); On-site; USD 60,000 - 78,000; Full time

Benefits offered by this job

Housing on-site

Meals provided

Medical and dental insurance

Job summary

Esalen Institute is seeking an Onsite Program Coordinator to support Self-Guided Explorations, TiR, WEP, and related programming on-site in California. You will help with scheduling, logistics, and guest support, living on the land to ensure transformational experiences are delivered with integrity and care.

The role emphasizes steadiness, process, and collaboration with Guest Services, production, and facilitators.

Qualifications

• Minimum 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, or related fields).
• Deep familiarity with Esalen’s mission, ideally with lived experience on the land (e.g., as a staff member, workshop participant, or guest).
• Tech-forward and comfortable using AI-enabled tools such as Superhuman, Notion, Motion, ChatGPT, Canva, and modern productivity platforms like Asana, Airtable, Google Workspace, Zapier, Slack.
• Excellent written and verbal communication skills, with a high level of interpersonal intelligence.
• Strong attention to detail and organizational skills— especially with schedules, logistics, and internal communication.
• Have a design sensibility: able to recognize aesthetic alignment and support the creation of visually clear, attractive internal and guest‑facing materials.
• Oriented toward service and systems— able to hold structure within a dynamic and evolving environment with agility, openness and grace.

Responsibilities

• Coordinate and publish the weekly Self-Guided Explorations calendar.
• Manage scheduling with Esalen's rotating team of facilitators, including tracking availability, confirming assignments, and managing callouts or substitutions.
• Serve as the main liaison with Guest Services and other departments on all schedule‑related updates.
• Prepare and print physical and digital versions of weekly schedules; submit content for website, signage, and email updates.
• Communicate regularly with facilitators to confirm logistics and deliverables.
• Collect, track, and submit invoices for approval and payment.
• Maintain facilitator rosters, contracts, and onboarding documentation.
• Help onboard new facilitators and manage materials for orientation.
• Coordinate scheduling, housing, and communication for Teachers-in-Residence (TiR).
• Collect bios, headshots, and other assets for TiR and WEP.
• Serve as a point of contact for guest teachers, ensuring they are welcomed and supported.
• Liaise with Guest Services, the production team, and others to ensure smooth delivery.
• Able to create, hold, and facilitate Self-Guided classes, orientations, and experiences across modalities.
• Partner on the creation and refinement of relevant SOPs.
• Support long‑term growth initiatives and help operationalize new offerings.
• Help track special projects, experiments, and development milestones.
• Track attendance, collect guest feedback and other relevant metrics.
• Maintain program records and reports to support the Director of Product in making informed, data‑driven decisions.
• Help maintain and organize the content management system (CMS) for Self-Guided program materials.
• Organize and update bios, schedules, and written assets for the web.
• Assist with printed and digital asset creation and support light content development.
• Provide light production support for Self-Guided classes and events.
• Coordinate room use and flow with Production and Front Desk teams.
• Assist with planning and execution of pop‑up events or special activations under the Self‑Guided umbrella.

Skills

Program coordination

Trauma-informed teaching

Esalen familiarity

Communication

Attention to detail

Design sensibility

Organizational skills

Hospitality mindset

Tools

Notion

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 on-site in California. You will help with scheduling, logistics, and guest support, living on the land to ensure transformational experiences are delivered with integrity and care.

The role emphasizes steadiness, process, and collaboration with Guest Services, production, and facilitators.