Executive Talent Coordinator

This is a Full Time Job

SXSW Executive Talent Liaison

Job Purpose
The Executive Talent Liaison will ensure the highest-level speakers participating in the SXSW Innovation Conference have a seamless, end-to-end experience from confirmation to their final moments on-site. From coordinating pre-event advancement and logistics for top-tier speakers and key programs like the Marketing Leadership Summit to delivering high-touch, white-glove service onsite, the Executive Talent Liaison will be central to the success of the event's biggest speakers. They will report to the Senior Innovation Conference Producer, who's responsible for the biggest stages at the conference, and will additionally assist with key VIPs leading up to the event and onsite.

Duties & Responsibilities
Responsibilities include but are not limited to:
• Oversee the end-to-end VIP experience for top talent speaking at the conference and featured programs (such as the Marketing Leadership Summit), ensuring exceptional customer service and attentive communication throughout the participation lifecycle.

• Serve as the primary point of contact for key participants, executives, and handlers, coordinating all pre-event logistics, scheduling confirmations, and asset collection.

• Deliver exceptional, high-touch customer service to speakers, session organizers, and prospective participants, serving as a reliable, professional point of contact.

• Facilitate clear, timely communication with internal teams and external stakeholders to ensure alignment on deadlines, asset collection, and event logistics.

• Manage a high volume of daily email correspondence and inquiries efficiently, maintaining organized communication channels and ensuring timely responses during peak times.

• Support the year-round administrative lifecycle of the SXSW Conference team, actively assisting with the advancement, planning, and operational execution of conference tracks.

On-Site Responsibilities
• On-site duties include overseeing VIP talent across the event, ensuring top-level speakers arrive on time, are ready to take the stage, and have a seamless experience.

• Troubleshoot real-time stage or talent issues with poise and sound judgment

• Maintain a professional environment

• Track attendee engagement

• Assist with customer service needs and with any staff requests when shorthanded.

Qualifications & Skills
Qualifications include:
• 2 years of experience with talent management, VIP experiences, executive liaison roles, or event production, ideally in a major conference or festival setting

• Experience managing relationships with C-suite executives, high-profile public figures, or talent agencies preferred

• Team-oriented and collaborative attitude with strong interpersonal skills

• Ability to juggle multiple tasks and prioritize efficiently under high pressure while maintaining poise and a positive attitude

• Detail-oriented and self-motivated critical thinker capable of finding creative solutions

• Exceptional written, verbal, and in-person communication skills with a client-centric mindset

• Proficiency with common business and communication software (Microsoft Office Suite) and apps (Google Docs/Sheets/Slides, Slack, Airtable)

• Experience in a public-facing role preferred

• Experience in conference or event planning preferred

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 up to 10 pounds occasionally, as needed

• Manual dexterity to operate standard office equipment such as computers, phones, printers, etc

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

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

Work Location & Schedule
This position is year-round, full-time, and is located in Austin, Texas. Core business office hours are 10 am- 6 pm, Monday through Friday. You must be available to work additional hours from January through March, including evenings and weekends. You must also be available for the March event, which will have extended on-site working hours.