ONSITE SGE PROGRAMS COORDINATOR AND FACILITATOR

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

The Onsite SGE Program Coordinator plays a foundational role in the delivery and growth of Esalen’s Self-Guided Explorations (SGE), a dynamic area of programming that invites guests to engage with the land, themselves, and the Esalen experience beyond the traditional workshop format. The role also supports the coordination and administration of Esalen’s Teachers-in-Residence (TiR) program, Wednesday Evening Program (WEP), and other original programming that enriches the cultural and educational life on campus.

This is a role for someone who finds fulfillment in service, structure, and support. Living on the land and working both behind the scenes and as an active facilitator, you will help ensure that Esalen’s transformational experiences are delivered with integrity, clarity, and care.

Working under the direction of the Director of Education, this will serve as one of two coordinators sharing responsibility for program administration, facilitation, and delivery. Together, you will collaborate within flexible workflows, provide mutual coverage, and adapt to evolving programmatic and operational needs.

The ideal candidate brings steadiness, discernment, initiative, and a commitment to thoughtful, collaborative processes, finding satisfaction in creating the foundation that allows meaningful experiences to unfold. You are comfortable navigating diverse personalities and perspectives, bringing emotional intelligence, curiosity, and grace to complex situations.

KEY RESPONSIBILITIES

Program Administration

Coordinate, maintain, and publish the weekly Self-Guided Explorations (SGE) calendar, ensuring accurate scheduling and timely communication of updates.

Manage scheduling for Esalen’s rotating team of facilitators, including tracking availability, confirming assignments, and coordinating coverage for cancellations, callouts, and substitutions.

Serve as the primary liaison with Guest Services and other relevant departments to communicate schedule changes, coordinate logistics, and ensure alignment across teams.

Prepare and distribute weekly schedules in both print and digital formats, coordinating content updates for the website, signage, and email communications to ensure accurate and timely information.

Maintain regular communication with facilitators to confirm scheduling, logistics, expectations, and required deliverables, ensuring smooth coordination and execution of offerings.

Collect, track, and process teacher invoices and related expenses, ensuring accurate documentation and timely submission to Accounting for approval and payment.

Maintain accurate and up-to-date facilitator rosters, contracts, and onboarding documentation, ensuring records are organized, accessible, and managed in accordance with established processes and organizational requirements.

Support the onboarding and orientation of new facilitators, including coordinating logistics, preparing and maintaining orientation materials, and ensuring facilitators have the information and resources needed for a smooth and successful transition into their roles.

Oversee the administrative coordination of SGE, WEP, and TiR programs, including scheduling, housing arrangements, teacher communications, and the collection and organization of biographies, headshots, and other relevant materials to ensure seamless operations and a positive experience for teachers and participants.

Serve as a point of contact for guest teachers, ensuring they are welcomed and supported

Collaborate with Guest Services, Events, and other relevant boots on the ground departments in real time to coordinate logistics, facilitate clear communication, and ensure the seamless delivery of programming and guest offerings.

Able to create, hold, and facilitate Self-Guided classes, orientations, and experiences across modalities, including but not limited to classes in movement, bodywork, embodiment, creativity, relational exploration, outdoor experiences, guest orientation.

Serve as the primary facilitator for opening and closing circles, creating a welcoming, grounded, and meaningful experience for participants. Act as the primary point person for coordinating and providing class coverage when scheduled offerings are cancelled or rescheduled, ensuring continuity and a high-quality guest experience.

Collaborate with the Events, Reservations, Workshop Programming, and Staff Offerings teams to develop and refine cross-departmental processes that streamline and coordinate offerings with visiting teachers.

Partner with the Director of Education and team members to develop and refine processes, protocols, and relevant standard operating procedures (SOPs) inline with organizational policy

Support the coordination and tracking of special projects, helping to monitor timelines and deliverables, and follow-up actions while facilitating clear communication and collaboration among relevant stakeholders to ensure projects remain organized and progress toward completion.

Track attendance, collect guest feedback and other relevant metrics for Self Guided Education, TiR programs, and WEP

Maintain program records and reports to support the Director of Education in making informed, data-driven decisions

Demonstrate the ability to collaborate effectively with individuals across a wide range of personalities, perspectives, and needs, bringing patience, professionalism, and a calm, grounded presence to complex situations.

Support the Director of Education and Educational Team in identifying and cultivating potential Teachers-in-Residence (TiR) candidates, coordinating their progression through a clear, thoughtful, and well-organized candidate pathway.

Provide some on-site production and logistical support for Self-Guided Explorations classes and events, coordinating room assignments, space utilization, and transitions as necessary and in collaboration with the Events Team and Front Desk teams to ensure smooth operations and a seamless guest experience.

QUALIFICATIONS & PREFERRED EXPERIENCE

Minimum 2–4 years in program coordination, retreat or education support, or administrative operations

Experience teaching or facilitating group practices (e.g., yoga, movement, creative expression, mindfulness, or related fields)

Deep familiarity with Esalen’s mission, ideally with lived experience on the land (e.g., as a staff member, workshop participant, or guest)

Tech-forward and comfortable using Canva, and modern productivity platforms like Asana, Google Workspace, and Slack

Excellent written and verbal communication skills, with a high level of interpersonal intelligence

Strong attention to detail and organizational skills, especially with schedules, logistics, and internal communication

Demonstrate a strong aesthetic sensibility and attention to visual detail, with the ability to recognize design consistency and contribute to the creation of clear, cohesive, and visually engaging materials for both internal and guest-facing communications.

Oriented toward service and systems, and are able to hold structure within a dynamic and evolving environment with agility, openness and grace

QUALIFICATIONS & PREFERRED EXPERIENCE

Minimum 2–4 years in program coordination, retreat or education support, or administrative operations

Experience teaching or facilitating group practices (e.g., yoga, movement, creative expression, mindfulness, or related fields)

Deep familiarity with Esalen’s mission, ideally with lived experience on the land (e.g., as a staff member, workshop participant, or guest)

Tech-forward and comfortable using Canva, and modern productivity platforms like Asana, Google Workspace, and Slack

Excellent written and verbal communication skills, with a high level of interpersonal intelligence

Strong attention to detail and organizational skills, especially with schedules, logistics, and internal communication

Demonstrate a strong aesthetic sensibility and attention to visual detail, with the ability to recognize design consistency and contribute to the creation of clear, cohesive, and visually engaging materials for both internal and guest-facing communications.

Oriented toward service and systems, and are able to hold structure within a dynamic and evolving environment with agility, openness and grace

Willingness to submit a sample of your teaching for review.

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

While 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 25 pounds, and be able to perform daily repetitive hand motions as it pertains to computer mouse and keyboard.

COMPENSATION

This role offers a generous benefits package including competitive pay commensurate with experience, medical and dental insurance, and paid time off. In alignment with Esalen’s mission in advancing human potential, staff are encouraged to engage in a wide range of personal and professional development programs designed by Esalen faculty and staff.

Full Time - 40 Hours/week

Onsite/at Esalen position. Housing available (residential fee charged)

All meals provided

Pay is commensurate with experience and internal equity.