(S) Seasonal Client Event Coordinator

SXSW•Austin, TX

8d•Onsite

About The Position

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.

Requirements

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
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

Nice To Haves

Background in event production or project management is preferred
Experience with Airtable or FileMaker is a plus

Responsibilities

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.
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.