ONSITE SGE PROGRAMS COORDINATOR AND FACILITATOR

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

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

• The Onsite Program Coordinator plays a foundational role in the delivery and evolution of Esalen’s Self-Guided Explorations— a dynamic and growing arm of Esalen’s programming that invites guests to engage with the land, themselves, and the Esalen experience outside the traditional workshop format. This stream of offerings is essential to Esalen’s long-term vision, and this role directly supports its growth and impact. In addition to supporting Self-Guided Explorations, this role also supports the coordination of Esalen’s Teacher-in-Residence (TiR) program, the Wednesday Evening Program (WEP), and other original programming that enriches the cultural and educational life of the campus.
• This is a role for someone who finds fulfillment in service, structure, and support. You’ll live on the land and work behind the scenes, helping to ensure that Esalen’s transformational experiences are delivered with integrity, clarity, and care. The ideal candidate is not seeking to lead or design programming, but to hold the bones of it— bringing steadiness, discernment, and a deep respect for process. You also have the capacity to hold complexity with clarity, curiosity, and grace.

KEY RESPONSIBILITIES

• Program Administration
• 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
• Class Facilitation
• Able to create, hold, and facilitate Self-Guided classes, orientations, and experiences across modalities, including but not limited to classes in embodiment, creativity, relational exploration, outdoor experiences, guest orientation
• Data, Documentation & Reporting
• 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
• Creative Content & CMS Support
• 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
• Light Production & Event Support
• 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

QUALIFICATIONS & PREFERRED EXPERIENCE

• 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, creative expression, 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

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 25 pounds, and be able to 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.
• Housing available on-site (residential fee charged)
• All meals provided

$52,000 - $72,000 a year

Pay is commensurate with experience and internal equity.

Esalen Institute is an Equal Opportunity Employer.