[Remote] PROGRAMS ADMINISTRATIVE COORDINATOR

Note: The job is a remote job and is open to candidates in USA. Esalen Institute is dedicated to transformative learning experiences and is seeking a Programs Administrative Coordinator to support their workshop programming team. This role involves managing various administrative tasks related to workshop logistics, ensuring deadlines are met, and maintaining clear communication with stakeholders.ResponsibilitiesCoordinate and track administrative aspects of workshop programming, including publishing, housing, compliance (e.g., background checks), promotional assets, workshop logistics, and external communicationTrack 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 internallyLead 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 cyclesPublish workshops, faculty bios, and photos to Esalen’s websiteCoordinate and communicate detailed information pertaining to workshop logistics both internally with the on-site team and externally with the facultyAccurately produce and maintain reports to support the team in planning, analyzing and monitoring workshopsEnsure data accuracy and consistency across systems, databases, and tracking toolsSustain 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 delaysManage the team’s shared inboxesOffer high-touch support to faculty, potential faculty, and guests through email; redirect emails to the relevant team members as neededSkillsHistory of successful execution of administrative processes in a fast-paced environmentStrong administrative experience with the ability to manage multiple workflows, systems, and priorities simultaneouslyExceptional attention to detail and ability to maintain and enforce processes, policies, and data accuracyProficiency 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 professionallyHighly organized, self-motivated, and proactive, with the ability to anticipate needs and take initiativeDemonstrated 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 professionallyStrong problem-solving skills, including the ability to anticipate, prevent, and resolve issues in a dynamic environmentAbility to prioritize tasks, manage deadlines, and adapt to shifting priorities with professionalism and composureDiscretion and professionalism in handling confidential and sensitive informationAffinity with Esalen's missionExperience with retreat centers and/or Retreat Guru softwareAn intention to be in the role for at least two years, as training is extensiveBenefitsMedical and dental insurancePaid time offCompany OverviewEsalen 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/.



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