Careers

Department

Emergent Technologies

Job Type

Seasonal

Required Skills

• Bachelor’s degree in related field from an accredited college or minimum of five (5) years of experience in a similar position or a combination of relevant education and work experience
• 2+ years of experience working on complex projects, across key project stages, from concept to delivery.
• Highly motivated, independent individual
• Ability to drive cross functional collaboration across a large group, problem solving, decision making

Desired Skills

• Event coordination / production experience
• General knowledge and interest in emerging technologies, including machine learning and AR/VR.

Required Duties

• Assist and support the Emergent Technologies Sr. Project Manager in their daily duties.
• Responsible for coordinating multiple vendors and business partners to deliver work on schedule and within agreed upon scope.
• Track project interdependencies, milestones, and deliverables to ensure successful implementation and deployment.
• Act as liaison between stakeholders and vendor technical teams.
• Outline Training/Rollout strategies toward best customer experience.
• Initiate and maintain project documentation
• Provide Quality Assurance
• Communicate progress through weekly status reports to Director of Emergent Technologies.
• Onsite technical troubleshooting during the event, both external customer facing and internal.
• Assist with daily tasks within any of the areas under the Emergent Technologies team.

To apply, send resumes/CVs to careers@sxsw.com

Department

Sponsorship

Job Type

Seasonal

Required Skills

• Proficient in Google Docs, Google Drive
• Microsoft Word, Excel, PowerPoint, Keynote and FileMaker proficient
• Strong attention to detail
• Good communication skills
• Strong note taking skills
• Well-organized
• Ability to work in high pressure environment
• Strong work ethic and positive attitude
• Ability to interact well with clients in a friendly and professional manner
• Self-starter/sense of ownership
• Ability to problem solve and multi-task

Required Duties

• Scheduling all meetings and calls (both internal and external) for the Sponsorship team.
• Provide administrative support to Director of Global Sponsorship and the Sponsorship team.
• Coordinate all travel for the Director of Global Sponsorship and the Sponsorship team.
• Take extensive minutes for every call and meeting, including calling out next steps for team members and clients and follow-up on actionable items to ensure that projects stay on track.
• Document communication with every client, adding all notes to Sugar and Google docs, and keeping track of timing for follow ups and pinging clients for information owed to the team.
• Manage the Certificates of Insurance for all clients, both gathering their COI’s and processing SXSW COI’s to send to every client (including agencies and production companies when needed).
• Assist in spearheading prospect organization, including: outreach with materials to incoming clients, researching new brands with the team and helping with outreach to specific categories, detailed tracking of all communications with prospects/leads (including signed clients), owning all prospect doc updates and making sure all information is mirrored in Sugar CRM, and setting up lists for initial prospect outreach to all clients and past prospects for upcoming seasons.
• Assist with proposals and contracts including drafting initial language on smaller contracts and proofing larger long-form contracts.
• Assist with marketing materials and client recaps and expense reports.
• Liaison for all Sponsorship clients (and incoming prospects).
• Support Sponsorship clients’ needs in order to give them a world class experience.

When applying, please submit resume and letter of interest and include “Sponsorship Executive Assistant, Biz Development & Client Services Coordinator” in the subject line.

To apply, send resumes/CVs to careers@sxsw.com

Department

Production

Job Type

Seasonal

Qualifications

• Bachelor’s degree in relevant field or 3+ years of Accounting work experience
• Proficiency with Intacct or equivalent software
• Proficiency with Mac OS and the Google suite
• Strong written and verbal communication skills and customer service
• Strong initiative for problem solving and desire to create efficient work processes
• Ability to work independently and multitask in a fast-paced environment
• Ability to work some evenings and weekends as needed
• Must be available through April 2019

Additional/Preferred Skills:

• Experience in the event industry or event planning

Required Duties

• Contracts and Paperwork:

  • Work with the Head of Production on approval of new contractors and final approval of all contractor pricing prior to execution of contracts
  • Gather and organize all required documents directly from each vendor including but not limited to: COIs, W9s, invoices and fully executed contracts
  • Handle necessary last-minute adjustments to contracts, working with the Legal team to add addendums as needed

• Billing:

  • Work with Accounting to keep the Production team current on billing processes and deadlines
  • Review all incoming invoices, comparing to previous years’ costs and working with Production team and vendors to resolve any incorrect or unnecessary charges
  • Communicate with vendors/contractors regarding deadlines and payment status
  • Enter and code purchase orders into Intacct software for pre-approval procurement process
  • Submit reviewed and approved invoices to Accounting to ensure invoices are paid in a timely manner
  • Keep and maintain copies of invoices, purchase orders and all related paperwork for our records

• Budgeting:

  • Build and manage cost spreadsheets for cost analysis
  • Track expenses as estimates and invoices are received to ensure they are kept within the budget
  • Track and recap event costs with Production Coordinators and Head of Production to reconcile budget vs actual cost post-event

Applicants must include a resume and cover letter when applying.

To apply, send resumes/CVs to careers@sxsw.com