Seasonal Client Events Specialist

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

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.