Conference Coordinator

SXSW Conference Coordinator

Job Purpose
SXSW is seeking a Conference Coordinator to join the Innovation Conference Department, a team dedicated to curating inspiring, creative, and forward-thinking content that attracts the brightest minds in the industry and establishes SXSW as a premier destination for discovery. This role is essential in ensuring the seamless execution of Innovation Conference processes and production. The Coordinator will support the team year-round by managing communication with speakers and organizers, facilitating programming projects, and providing key support throughout the advancement process to ensure the timely and successful delivery of SXSW conference programming.

Duties & Responsibilities
Responsibilities include, but are not limited to:

• Maintain records and databases, ensuring meticulous data entry, accurate speaker records, and timely information processing as the program evolves.
• Support the year-round administrative lifecycle of the SXSW Conference team, actively assisting with the advancement, planning, and operational execution of conference tracks.
• Coordinate day-to-day logistics for the conference team, including tracking deliverables, monitoring timelines, and assisting with the session curation workflow from the ideation phase through to the on-site experience
• Deliver exceptional, high-touch customer service to speakers, session organizers, and prospective participants, serving as a reliable and professional primary point of contact.
• Facilitate clear, timely communication with internal teams and external stakeholders to ensure alignment on deadlines, asset collection, and event logistics.
• Manage a high volume of daily email correspondence and inquiries efficiently, maintaining organized communication channels, and ensuring timely responses during peak times.

On-Site Responsibilities

• Oversee programming taking place at assigned venues.
• Ensure conference sessions run on time.
• Track attendee engagement.
• Troubleshoot on-site issues related to conference programming.
• Provide customer service to registrants and speakers.
• Assist staff with requests as needed.

Qualifications & Skills
Qualifications include:

• Leverage strong professional networking skills.
• Demonstrate a collaborative, team-oriented approach.
• Thrive in high-pressure environments by multi-tasking effectively while maintaining a positive, adaptable attitude.
• Exhibit exceptional attention to detail, self-motivation, and strong time management and prioritization skills.
• Apply critical thinking and creative problem-solving to navigate complex challenges and high-pressure situations.
• Communicate effectively across all in-person, written, and verbal channels.
• Demonstrate proficiency with business software (Microsoft Office Suite) and essential collaboration tools (Google Docs/Sheets/Slides, Slack, Airtable).
• Experience in a public-facing role is preferred.
• Experience in conference or event planning is 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:

• Prolonged periods of sitting or standing at a desk and working on a computer.
• Ability to lift up to 10 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
• Required to work on-site during the 15 days of SXSW and SXSW EDU.

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 our Austin, Texas office. Core business office hours are from 10 am to 6 pm Monday through Friday, and we work in person. 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.