About this EVENT SERVICES COORDINATOR role at Esalen
OVERVIEW
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 Event and Program Production Manager (Events Manager). This role is located in Big Sur and includes housing.
KEY RESPONSIBILITIES
Planning & Coordination
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.
Setup & Operations
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.
Post-Event & Continuous Improvement
Follow up with the Events 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 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
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.
