EVENT SERVICES COORDINATOR

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

KEY RESPONSIBILITIES

• Review the weekly event resume summarizing setup/breakdown needs by venue.
• With direction from the Event and Program Production Manager, confirm room setup and coordinate onsite with visiting faculty/teachers/assistants..
• 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 during scheduled hours, under the direction of the Events Manager when email coverage by programming is limited.
• Log communications and build SOPs and workflows in Asana, with direction from the Events Manager, for repeatable execution.
• Assist with cleaning and preparation of all workshop spaces, striking and resetting each room to spec, including weekends.
• Consult, as needed, with Programs, Self-Guided Experience and the Wednesday Evening Program to support event setup/strike, always keeping the Events Manager informed.
• 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 requests.
• Be available during working hours for on-call support via Slack and radio.
• Visit all active venues prior to the first workshop session, to confirm smooth setups and answer questions.
• Conduct periodic check-ins over the course of the week/weekend as during scheduled working hours availability allows.
• Communicate any faculty issues (i.e. delays, etc.) directly with guests, with direction from the Events Manager and the relevant teams, as needed.
• Respond to ‘on-the-fly’ requests from faculty during scheduled working hours.
• Complete additional tasks assigned by the Events Manager, designed to support operational flow and to ensure clean and well maintained workshop venues and storage areas.
• Follow up with the Events Manager to review any visiting faculty/teacher feedback, capture learnings and track areas for improvement.
• Create and maintain an inventory of all Events-related goods.
• Conduct routine cleaning and maintenance of all A/V equipment and handle basic troubleshooting.
• Research competitive technologies and recommend/implement updates to the Events Services toolkit.

QUALIFICATIONS

• 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 things.
• Excellent people skills.
• Prior time at Esalen and familiarity with its history and culture is a plus.

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

COMPENSATION

Esalen Institute is an Equal Opportunity Employer.