(S) Seasonal Concierge Program Coordinator

SXSW; Austin (TX); On-site; USD 48,000 - 68,000; Full time

Job summary

SXSW is seeking a Seasonal Concierge Program Coordinator in Austin to oversee the premium guest experience for badge holders. You will lead planning, staffing, and on-site execution from October through early April, coordinating logistics with Commercial Operations and vendors to ensure flawless service.

You will recruit and guide a small on-site team, curate personalized itineraries, manage on-site reporting, and capture feedback for future events, all while upholding brand standards and

Qualifications

• 3+ years in luxury hospitality, VIP services, or high-end event production.
• Experience leading small on-site teams and coordinating vendors.
• Proven track record with senior executives and high-profile clients.
• Exceptional written and verbal communication across all levels.
• Outstanding organizational skills and ability to multitask.
• Familiarity with Airtable and HubSpot preferred.

Responsibilities

• Coordinate logistics, scheduling, and staffing for the concierge program.
• Manage seasonal timelines and on-site readiness.
• Recruit, train, and lead a small on-site concierge team.
• Support CxO Lounge decor, signage, F&B, and AV within budgets.
• Coordinate curated programming and speaker discussions.
• Serve as pre-event contact for badge holders with personalized itineraries.
• Collect feedback and prepare post-event recaps with recommendations.
• On-site: escalate issues and deliver daily status reports.

Skills

VIP services

Team management

Customer service

Communication

Organization

Event production

Tools

Airtable

HubSpot

Job description

SXSW Seasonal Concierge Program Coordinator

Job Purpose

SXSW is seeking a seasonal Concierge Program Coordinator to deliver a high-touch, premium experience for group and executive badge holders. You will own the program's overall lifecycle, driving early planning, seasonal readiness, and team leadership from prep through post-event wrap-up. This is a seasonal role, from October through early April.

Duties & Responsibilities

Responsibilities include but are not limited to:

• Collaborate with the Commercial Operations team to coordinate logistics, scheduling, and staffing for the concierge program.
• Oversee the program's operating rhythm by managing seasonal timelines, dependencies, and overall event readiness.
• Recruit, train, and manage a small on-site seasonal concierge team.
• Support creative execution and vendor management for the CxO Lounge, including décor, signage, F&B, and AV, adhering to specifications and budgets.
• Facilitate curated programming and speaker discussions to ensure a seamless run-of-show.
• Act as the dedicated pre-event contact for badge holders, curating personalized itineraries and handling special requests with discretion.
• Collect badge holder feedback post-event and compile comprehensive recaps with actionable recommendations for future iterations.

On-site Responsibilities

• Manage, schedule, and coach the seasonal concierge team in real time, serving as the primary point of escalation on-site.
• Serve as the main point of contact for badge holders during the event to resolve inquiries and ensure a premium guest experience.
• Produce and deliver daily on-site status reports.

Qualifications & Skills

Qualifications include:

• 3+ years in luxury hospitality, VIP services, or high-end event production
• Experience managing small teams and vendors in live-event settings.
• Proven customer service track record with the confidence, discretion, and judgment required to interface directly with senior executives and high-profile clients.
• Exceptional written, verbal, and interpersonal communication skills across all levels, including internal teams, clients, vendors, and field staff.
• Outstanding organizational skills, attention to detail, and proven ability to prioritize and adapt in a fast-paced environment.
• Familiarity with Airtable and HubSpot 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:

• Ability to sit or stand at a desk for extended periods, walk across multi-venue footprints, move quickly between locations, and occasionally lift up to 15 lbs., bend, reach, kneel, or climb stairs.
• Manual dexterity to operate standard office equipment (computers, phones, printers).
• Flexibility to work variable hours, including evenings and weekends during events.
• Ability to work outdoors with exposure to varying weather, temperatures, and elevated 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.