JOB SUMMARY
Esalen seeks a multi-talented support staff-person with strong organizational skills to be a part of our growing Advancement Program, which is comprised of Development, Marketing and Communications. The job entails coordination of special events, meetings, visits, and concierge services for visitors, as well as day-to-day support for the Director of Advancement. Proficiency with databases and software is essential.
The successful candidate will have a good sense of humor and be energetic, positive, flexible, and willing to learn and participate in diverse assignments. Attention to detail and the ability to balance and prioritize numerous tasks are vital. He/she frequently coordinates with colleagues in programs, guest services, accounting, IT and other Esalen departments.
The position plays a key role in fostering positive relationships with donors, volunteers, media, vendors, as well a high level of interface with all levels of the organization. As such, interpersonal skills and good judgment are key.
As a member of the Advancement team, the incumbent collaborates, coordinates, and consults with all team members, and at the same time is expected to be self-starting, demonstrate initiative, and make appropriate decisions. This is a 40-hour week exempt position. Given the timing and nature of special events, it will be necessary to work some evenings and weekends and the incumbent is expected to manage his/her own work schedule accordingly.
The position reports to the Assistant Director of Development.
RESPONSIBILITIES
1. Event Coordination
Supports event scope, goals and deliverables as defined by Advancement team.
Coordinates the planning, and takes responsibility for organization and execution of logistics for:
campaign events, meetings, and related activities
regional events in multiple cities.
on-campus events, meetings, and visits/tours.
Includes pulling invitee lists from database, interfacing with donor hosts and speakers, recruiting and overseeing volunteers, interfacing with campus colleagues and speakers, negotiating with vendors.
Responsible for event set-up, wrap up, and follow up.
Organizes live, silent, and online auctions as needed.
Tracks milestones and deliverables, reports progress to supervisor and other stakeholders as applicable.
Develops best practices, tools and systems for enhanced event management and execution.
2. Supports Director of Advancement and Other Team Members As Assigned
Scheduling and logistics for meetings and visits, and assists with preparation and follow up
Concierge services for donors and other visitors
Handles travel arrangements
Coordinates collection of data for Advancement Program’s annual budget and assists with budget preparation. Oversees event budgets
Fields general inquiries and requests for Advancement Office and ensures that someone follows up
Other duties as needed
3. Assists Marketing & Communications Manager
Manages requests from film makers, photographers, writers, journalists
Screens initial inquiries and communicates response and policies
Handles requests for information or visual materials
Works with Marcom Manager to coordinate on-site visits
Conducts campus tours or serves as campus escort as needed
Manages requests from nonprofits for donations of Esalen goods and services
Screens requests
Makes decisions per established criteria and consults with colleagues as necessary
Oversees fulfillment of donations – external and internal components
Assists President of Esalen with events or meetings involving public communications
Scheduling and preparation for interviews or presentations to internal and external audiences
Coordinates/schedules participation in public conferences and meetings
3. Special Projects
Campaign related assignments
Support and back-up for gift processing and acknowledgement during busy times and when other staff are unavailable
Additional Special Projects as needed
SKILLS
Experience in coordination of events
Attention to detail and follow through with high level of accuracy
Strong written and verbal communication skills
Ability to plan, evaluate, and coordinate multiple projects
Familiarity with database management, accurate data entry, production of reports and lists
Basic office software: MS Word, Excel, PowerPoint
Experience in preparation and tracking of budgets
Ability to make decisions when necessary and in other cases make recommendations to colleagues.
Time management skills
Flexibility and sense of humor
Compensation:
The salary for this position is commensurate with experience. This position includes a comprehensive benefits package including medical, dental, and paid time off. Esalen provides staff with access to an extensive range of educational and community benefits, including movement classes, ongoing in-house programs, and discounts and scholarship for workshops, bodywork, and other Esalen services.
About Esalen:
Established in 1962, Esalen is a leading center for exploring and realizing human potential through experience, education, and research. We work toward the realization of a more humane and all-embracing world, seeking answers to questions unlikely to be explored by traditional universities and religions. We sponsor pioneering initiatives and offer personal, spiritual, and social transformation programs for residents, interns, and workshop participants. To learn more about our history, browse our program and workshop offerings, or download the current catalog, please visit our website at www.esalen.org.
Esalen is an Affirmative Action/Equal Opportunity Employer.
How to apply
To Apply: submit resume, including cover letter, detailing your qualifications, experience, and interest by email to jobs@esalen.org.