Client Event Coordinator

This is a Full Time Job

(S) Seasonal Client Event Coordinator

Job Purpose

SXSW is seeking a Seasonal Client Events Coordinator who will work directly with the Partner Operations, Project Manager, and other internal stakeholders to develop a top-line knowledge of all internal tracking systems for official client events, including, but not limited to, leading the advancement of official events, tentpole events (opening/closing parties), happy hours, track receptions, private dinners, etc.

Duties & Responsibilities
Duties include, but are not limited to:
• Conduct outreach to clients, venues, and vendors to support event execution.

• Review and catalog client deliverables to track requirements.

• Execute event planning tasks, data entry, and Airtable record updates.

• Manage guest list outreach, administration, invoices, and payments for happy hours and track receptions.

• Coordinate with the Government Affairs team on event permitting requirements.

• Organize client site plans, assets, and documentation for centralized access ahead of internal and external deadlines.

• Maintain thorough and accurate tracking processes for the Project Manager, Commercial Product, and Client Events.

• Communicate regularly with the Project Manager, keeping informed on all venues, lounges, and activation details for Sales clients.

On-Site Responsibilities
• Maintain communication with the Client Liaisons acting as SXSW representatives at official Sales and Sponsor client venues, lounges, and activations.

• Assist with client load-in, patrol assigned areas to maintain oversight, and ensure all client needs are met.

• Meet regularly with the Client Events team to discuss problems and solutions.

• Maintain on-site tracking documents for events, including client production and activation tracking, primary client and vendor contact lists, day-by-day event schedules, and other relevant information as needed.

• Familiarize yourself with the Client Events internal tracking documents (Airtable, Google Docs, and FileMaker), and be able to search them to answer questions quickly and accurately.

Qualifications & Skills
Qualifications include:
• Background in event production or project management is preferred

• Highly organized

• Ability to multitask in a high-stress, fast-paced environment

• Must possess excellent leadership qualities and communication skills (email, phone, and conversational)

• Proficiency in Microsoft Office, Mac Platform, and Google Drive required

• Experience with Airtable or FileMaker is a plus

• Ability to give and take direction, pay strong attention to detail, and see projects through to completion

• Strong time-management skills and self-motivated

• Comfortable, calm, professional, and positive attitude when working with and assisting co-workers and volunteers in high-stress environments

Physical Requirements
The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully:
• Prolonged periods of sitting or standing at a desk and working on a computer.

• Ability to lift to 25 pounds occasionally, as needed.

• Operation of standard office equipment, including computers, phones, and printers.

• May require occasional bending, reaching, kneeling, or climbing stairs.

• Ability to work outdoors, including exposure to varying temperatures or noise levels.

Work Location & Schedule
The position is located in Austin, Texas. Core business office hours are from 10 am to 6 pm, Monday through Friday. However, from January through March, you must be available to work additional hours, including evenings and weekends, and possibly stay downtown during the event.