EVENT SERVICES COORDINATOR - 6 Month Contract

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 50 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.

• 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 General Manager.

• Planning & Coordination
• Coordinate onsite with visiting faculty/teachers/assistants to confirm room setup.
• Log communications and build SOPs and workflows in Asana for repeatable execution.
• Review the weekly event resume summarizing setup/breakdown needs by space.
• Support occasional non-standard setups (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 when email coverage by programming is limited.
• Setup & Operations
• Assist with preparation of all workshop spaces to include weekends, striking and resetting each room to spec.
• Consult, as needed, with Programs and Self-Guided Education to support event setup/strike.
• 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
• Be available during working hours for on-call support via Slack and radio.
• Visit all active venues on opening night to confirm smooth setups and answer questions.
• Conduct periodic check-ins across the week/weekend as availability allows.
• Communicate any faculty issues (i.e delays etc) directly with guests and relevant teams as needed.
• Respond to on the fly requests from faculty. 
• Post-Event & Continuous Improvement
• Follow up with the Event 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 maintenance on all A/V equipment and handle basic troubleshooting.
• Research competitive technologies and recommend/implement updates to the Events Services toolkit.

• 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 setup, operation and troubleshooting
• Tech-savvy; proficient with Asana, Slack, and Google Workspace for coordination and execution
• Must be able to bend and lift heavy boxes
• Excellent people skills 
• Prior time at Esalen and familiarity with its history and culture is a plus!
• 2+ years of events-related experience

• 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.

• 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 50 pounds, and be able perform daily repetitive hand motions as it pertains to computer mouse and keyboard. 

• 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

Esalen Institute is an Equal Opportunity Employer.