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, and 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 the Sr. Client Event Manager
- Ensure all required documents are collected, stored in an easily accessible location, and kept up-to-date.
- Maintain regular communication with the SXSW Sr. Client Event Manager and stay informed about 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.
- 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 40+ 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.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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.
