{"id":716595,"url":"https://alion.io/job/esalen-event-services-coordinator","title":"EVENT SERVICES COORDINATOR","company":{"id":673460,"name":"Esalen Institute","domain":"esalen.org","url":"https://alion.io/company/esalen","size_band":"51-200","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Lever","truth_index":{"grade":"D","score":45,"open_postings":11,"ghost_share":0.909,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":null,"computed_at":"2026-11-08T05:47:12Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"inferred","locations":[],"countries":[],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":22,"max":29,"currency":"USD","period":"hour","gross":null,"usd_annual":58000},"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Workspace","optional":false},{"name":"Slack","optional":false}],"status":"live","first_seen_at":"2026-07-07T21:26:01Z","employer_posted_date":"2026-07-07","last_verified_at":"2026-11-08T03:09:57Z","board_verified":true,"closed_at":null,"days_open":123,"trust":{"level":"ghost","repost_count":0,"flags":["stale","company_stale"],"days_open":122},"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.\nEsalen isn’t just a place to work, it’s an invitation to help change the world.\nOVERVIEW\nThis 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 Event and Program Production Manager (Events Manager). This role is located in Big Sur and includes housing.\nKEY RESPONSIBILITIES\nPlanning & Coordination\nReview the weekly event resume summarizing setup/breakdown needs by venue.\n\nWith direction from the Event and Program Production Manager, confirm room setup and coordinate onsite with visiting faculty/teachers/assistants..\n\nSupport 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.\n\nAssist 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.\n\nLog communications and build SOPs and workflows in Asana, with direction from the Events Manager, for repeatable execution.\n\nSetup & Operations\nAssist with cleaning and preparation of all workshop spaces, striking and resetting each room to spec, including weekends.\n\nConsult, as needed, with Programs, Self-Guided Experience and the Wednesday Evening Program to support event setup/strike, always keeping the Events Manager informed.\n\nCoordinate 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.\n\nBe available during working hours for on-call support via Slack and radio.\n\nVisit all active venues prior to the first workshop session, to confirm smooth setups and answer questions.\n\nConduct periodic check-ins over the course of the week/weekend as during scheduled working hours availability allows.\n\nCommunicate any faculty issues (i.e. delays, etc.) directly with guests, with direction from the Events Manager and the relevant teams, as needed.\n\nRespond to ‘on-the-fly’ requests from faculty during scheduled working hours.\n\nComplete additional tasks assigned by the Events Manager, designed to support operational flow and to ensure clean and well maintained workshop venues and storage areas.\n\nPost-Event & Continuous Improvement\nFollow up with the Events Manager to review any visiting faculty/teacher feedback, capture learnings and track areas for improvement.\n\nAssets & A/V\nCreate and maintain an inventory of all Events-related goods.\n\nConduct routine cleaning and maintenance of all A/V equipment and handle basic troubleshooting.\n\nResearch competitive technologies and recommend/implement updates to the Events Services toolkit.\n\nQUALIFICATIONS\n2+years of events-related experience (planning and on-site delivery preferred).\nExcellent organizational skills and follow through.\n\nOutstanding communication and interpersonal abilities.\n\nKnowledge of A/V setup, operation and troubleshooting.\n\nTech-savvy; proficient with Asana, Slack, and Google Workspace for coordination and execution.\n\nMust be able to bend and lift heavy things.\n\nExcellent people skills.\n\nPrior time at Esalen and familiarity with its history and culture is a plus.\n\nFLEXIBILITY\nEsalen 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.\nPHYSICAL REQUIREMENTS\nWhile 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 35 pounds, and be able perform daily repetitive hand motions as it pertains to computer mouse and keyboard.\nCOMPENSATION\nThis role offers a generous benefits package including competitive pay commensurate with experience, medical and dental insurance, and paid time off. 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