Seasonal Client Event Coordinator

This is a Full Time Job

(S) Seasonal Client Event Coordinator

Job Purpose
The Seasonal Client Events Coordinator works directly with the Sr. Client Event Manager to develop a top-line knowledge of all internal tracking systems for official client events, including, but not limited to, leading the advancement of tentpole events (opening/closing parties), happy hours, receptions, private dinners, etc.

Duties & Responsibilities
Duties include but are not limited to:
• Client, venue, and vendor outreach

• Review and catalog client deliverables

• Event planning, data entry, audits

• Manage guest list outreach and management for client happy hours and receptions

• Ensure fulfillment of assets through administrative organization

• Information management of client site plans before deadlines are set internally and externally

• Update and maintain accurate tracking processes and documents for Sr. Client Event Manager

• Ensure all required documents are collected, stored in an easily accessible location, and kept up-to-date.

• Stay in regular communication with the SXSW Sr. Client Event Manager and be aware of all venues, lounges, and activations for Sales and Sponsor clients.

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

• Assists 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 more to be determined as needed.

• Be familiar with the Client Events internal tracking documents (Airtable, Google Docs, and FileMaker) and be able to easily search them to answer questions quickly and accurate

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
This position requires lifting 25-40 pounds with or without accommodation. It is frequently required to sit or stand for long periods. Manual dexterity is needed for keyboard and computer use. This position requires you to stay 14 consecutive days away from home. Must have a current driver's license.

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