[Remote] PROGRAMS ADMINISTRATIVE COORDINATOR

Note: The job is a remote job and is open to candidates in USA. Esalen Institute is committed to transformative learning experiences, and they are seeking a Programs Administrative Coordinator to support their workshop programming team. The role involves managing various administrative tasks related to workshop logistics, publishing, and communication to ensure smooth operations. Responsibilities - Coordinate and track administrative aspects of workshop programming, including publishing, housing, compliance (e.g., background checks), promotional assets, workshop logistics, and external communication - Track and manage the workshop publishing timeline, ensuring team-established deadlines are consistently met; proactively flag risks, coordinating with stakeholders to resolve blockers, and communicate status internally - Lead administrative setup for repeat and core faculty programs, including batching workshop entries into systems (e.g., Asana, Google Docs, Retreat Guru) to support annual scheduling cycles - Publish workshops, faculty bios, and photos to Esalen’s website - Coordinate and communicate detailed information pertaining to workshop logistics both internally with the on-site team and externally with the faculty - Accurately produce and maintain reports to support the team in planning, analyzing and monitoring workshops - Ensure data accuracy and consistency across systems, databases, and tracking tools - Sustain the integrity of established workflows by maintaining strong organization, rigorously reviewing work for accuracy at all stages, effectively prioritizing time-sensitive tasks, and ensuring clear, proactive communication regarding progress and any delays - Manage the team’s shared inboxes. Offer high-touch support to faculty, potential faculty, and guests through email; redirect emails to the relevant team members as needed Skills - History of successful execution of administrative processes in a fast-paced environment - Strong administrative experience with the ability to manage multiple workflows, systems, and priorities simultaneously - Exceptional attention to detail and ability to maintain and enforce processes, policies, and data accuracy - Proficiency in Microsoft Office and/or Google Workspace; comfort working across multiple digital platforms (e.g., CMS tools like Webflow, project management systems) - Excellent written and verbal communication skills; able to convey complex information clearly and professionally - Highly organized, self-motivated, and proactive, with the ability to anticipate needs and take initiative - Demonstrated ability to work independently with minimal supervision while contributing effectively as part of a collaborative team while having the flexibility to handle change calmly and professionally - Strong problem-solving skills, including the ability to anticipate, prevent, and resolve issues in a dynamic environment - Ability to prioritize tasks, manage deadlines, and adapt to shifting priorities with professionalism and composure - Discretion and professionalism in handling confidential and sensitive information - Affinity with Esalen's mission - Experience with retreat centers and/or Retreat Guru software - An intention to be in the role for at least two years, as training is extensive Benefits - Generous benefits package - Competitive pay commensurate with experience - Medical and dental insurance - Paid time off - Engage in a wide range of personal and professional development programs designed by Esalen faculty and staff Company Overview - Esalen Institute is a holistic, educational retreat center offering physical and cosmic space for contemplation and creation. It was founded in 1962, and is headquartered in Big Sur, California, USA, with a workforce of 51-200 employees. Its website is https://www.esalen.org/.