Event Staffing Admin

Job Purpose

SXSW is seeking an Event Staffing Admin with experience in event planning and logistics, digital communications, administration, community/sponsor outreach, and project management. This position will serve as the lead on the SXSW Volunteer Newsletter and email communications, and manage annual departmental events such as Volunteer Call, Manager Meetings, and the Volunteer Appreciation Party.

Duties & Responsibilities

Responsibilities include, but are not limited to:

• Design, implement, and act as administrator of the department's project management tools.
• Work with department leadership and staff to coordinate event and project goals and timelines.
• Provide guidance and oversight of the run-of-show for volunteer- and staff-related events.
• Manage content and build readership for the SXSW Volunteer Newsletter.
• Support Community and University partnerships and aid in student scheduling and experience.
• Reinforce both internal and external customer service efforts.
• Manage the SXSW Volunteer email inbox and respond to all communications promptly.
• Assist with maintaining and managing the volunteer database functionalities in Rosterfy.
  
  
  

On-Site Responsibilities

• Render schedule changes and email assistance to volunteer crews in a timely manner.
• Provide on-site information regarding projects, as needed.
• Provide customer service and support to event attendees, personnel, and volunteers.
• Use identified reporting methods to document operational challenges or to request assistance.
• Ensure company policies and procedures are maintained by event staff and volunteers.
  
  
  

Qualifications & Skills

Qualifications include:

• Prior event experience with a general understanding of overall event operations. Experience at SXSW preferred.
• Excellent written and verbal communication skills, especially in the areas of email communications and public-facing content.
• Project management and administrative experience required, with the ability to prioritize and manage timelines.
• Outstanding customer service and interpersonal skills.
• Highly organized with keen attention to detail and ability to set and maintain a communications calendar.
• Confidence in making decisions while working under pressure.
• Comfortable working with a team and independently.
• Knowledge of Google Workspace, MS Office, Airtable, Rosterfy, and a willingness to learn new software.
  
  
  

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 up to 15 pounds occasionally, as needed
• Manual dexterity to operate standard office equipment such as computers, phones, printers, etc.
• 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 full-time and located in Austin, Texas. Core business office hours are from 10 am—6 pm Monday through Friday. You must be available to work additional hours from January through March, including evenings and weekends. You must also be available for the March event, which will have extended on-site working hours.