(S) Seasonal Client Event Coordinator

SXSW; Austin (TX); On-site; USD 2,755,000 - 3,857,000; Part time

Job summary

SXSW in Austin, Texas is seeking a Seasonal Client Events Coordinator to support official client events, coordinating with Partner Operations and the Project Manager to understand internal tracking systems and advance tentpole events, happy hours, and private dinners.

You will conduct outreach to clients, venues, and vendors, manage guest lists, invoices, and payments, and maintain on-site event documentation to ensure timely execution and smooth activation.

Qualifications

• Background in event production or project management preferred.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication.
• Proficient with Microsoft Office, Google Drive, Airtable or FileMaker 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 events.
• Coordinate with the Government Affairs team on event permitting requirements.
• Organize client site plans, assets, and documentation for centralized access ahead of deadlines.
• Maintain tracking processes for the Project Manager and Client Events.
• Communicate with the Project Manager on venues, lounges, and activation details.

Skills

Highly organized

Leadership

Communication

Job description

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.

SXSW Seasonal Client Events Coordinator

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

• 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

• 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

• 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.

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.