Client Event Manager

Description

Job Purpose

The Client Event Manager supports the Sales Group by leading the planning of official event parties, and client special events. They will oversee the advancement of client events to ensure assets are fulfilled and events run smoothly. This role will support all technical projects and platforms for the team.

Duties & Responsibilities

Responsibilities include, but are not limited to:

• Act as point person for on-site plans, load-in/out, and the planning and production of client-hosted special events

• Participate in client meetings with event-related updates and guidance,

• Facilitate and maintain positive client, vendor, and venue relationships.

• Oversee coordination and advancement of SXSW’s tentpole events, while maintaining budgets

• Create production timelines and manage client and vendor deadlines and deliverables.

• Provide support on activation logistical planning to ensure the fulfillment of assets.

• Assist with training and managing seasonal Client Event Coordinator

• Support the Client Events internship program.

• Update event information reflected across all tracking grids as it is received.

• Liaise with various internal departments to gather pertinent information and approvals for Out-of-Home assets.

• Maintain relationships and confirm contract terms to ensure the timely fulfillment of Out-of-Home assets.(Pedicabs, hotel keycards, Shuttle wraps, and unique offers from contracting vendors)

• Act as the Client Events Legal Liaison to ensure the CE team is properly gathering and processing contracts.

• Act as the Accounting Liaison to ensure all invoices/POs are processed/submitted in a timely manner.

• Maintain accurate tracking processes and updates through ongoing inter-departmental coordination, communication with clients and venues/vendors.

• Report in weekly internal meetings to ensure all relevant departments are informed of event updates.

On Site Responsibilities

Responsibilities include, but are not limited to:

Assist with daily client load-ins throughout multiple venues, visit various events to ensure all client needs are met, meet regularly with the Client Events team to discuss troubleshooting or updates, manage all tentpole events, client happy hours and receptions, and maintain onsite tracking documents for events to include client production and activation tracking, primary client and vendor contact lists and daily event schedules.

Qualifications

Qualifications & Skills

Qualifications include:

• Background in event planning, event production, and client services strongly preferred.

• Proficiency in maintaining current and accurate databases.

• Proficiency in Google Suite and Microsoft Office

• Experience using Airtable is a plus.

• Must have a current/valid driver’s license.

• Ability to take direction then accurately and efficiently see projects through to completion.

• Must possess a positive attitude and eagerness to learn.

• Strong multi-tasking skills and attention to detail

• Ability to work under pressure.

• Strong written and verbal communication skills

• Self-motivated and takes personal responsibility and pride in their work.

Physical Requirements

Frequently required to sit and/or stand for long periods of time, with or without accommodation. Manual dexterity is required for keyboard, computer and office equipment use. Ability to lift and move 20 lb. with or without accommodation.

Direct Reports

Client Event Intern

Work Location & Schedule

Position is located in Austin, Texas. Core business office hours are Mon-Fri, 10am 6pm. Must be available to work additional hours from January March to include evenings and weekends. SXSW has a hybrid office policy and staff will be expected to be in the office two to three days each week. Candidate must be a resident of Texas.