(S) Seasonal Concierge Program Coordinator
Summary
Seasonal (October to early April) coordinator at SXSW who owns the concierge program for group and executive badge holders: planning logistics and timelines, recruiting and managing a small on-site concierge team, coordinating CxO Lounge vendors, and serving as the on-site point of contact. Based in Austin, TX; tools include Airtable and HubSpot.
SXSW Seasonal Concierge Program Coordinator
Job Purpose
SXSW is seeking a seasonal Concierge Program Coordinator to deliver a high-touch, premium experience for group and executive badge holders. You will own the program's overall lifecycle, driving early planning, seasonal readiness, and team leadership from prep through post-event wrap-up. This is a seasonal role, from October through early April.
Job Purpose
SXSW is seeking a seasonal Concierge Program Coordinator to deliver a high-touch, premium experience for group and executive badge holders. You will own the program's overall lifecycle, driving early planning, seasonal readiness, and team leadership from prep through post-event wrap-up. This is a seasonal role, from October through early April.
Duties & Responsibilities
Responsibilities include but are not limited to:
- Collaborate with the Commercial Operations team to coordinate logistics, scheduling, and staffing for the concierge program.
- Oversee the program's operating rhythm by managing seasonal timelines, dependencies, and overall event readiness.
- Recruit, train, and manage a small on-site seasonal concierge team.
- Support creative execution and vendor management for the CxO Lounge, including décor, signage, F&B, and AV, adhering to specifications and budgets.
- Facilitate curated programming and speaker discussions to ensure a seamless run-of-show.
- Act as the dedicated pre-event contact for badge holders, curating personalized itineraries and handling special requests with discretion.
- Collect badge holder feedback post-event and compile comprehensive recaps with actionable recommendations for future iterations.
On-site Responsibilities
- Manage, schedule, and coach the seasonal concierge team in real time, serving as the primary point of escalation on-site.
- Serve as the main point of contact for badge holders during the event to resolve inquiries and ensure a premium guest experience.
- Produce and deliver daily on-site status reports.
Qualifications & Skills
Qualifications include:
Qualifications include:
- 3+ years in luxury hospitality, VIP services, or high-end event production
- Experience managing small teams and vendors in live-event settings.
- Proven customer service track record with the confidence, discretion, and judgment required to interface directly with senior executives and high-profile clients.
- Exceptional written, verbal, and interpersonal communication skills across all levels, including internal teams, clients, vendors, and field staff.
- Outstanding organizational skills, attention to detail, and proven ability to prioritize and adapt in a fast-paced environment.
- Familiarity with Airtable and HubSpot 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:
The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully:
- Ability to sit or stand at a desk for extended periods, walk across multi-venue footprints, move quickly between locations, and occasionally lift up to 15 lbs., bend, reach, kneel, or climb stairs.
- Manual dexterity to operate standard office equipment (computers, phones, printers).
- Flexibility to work variable hours, including evenings and weekends during events.
- Ability to work outdoors with exposure to varying weather, temperatures, and elevated noise levels.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Location & Schedule
The position is located in Austin, Texas. Core business office hours are from 10 am to 6 pm, Monday through Friday. However, from January through March, you must be available to work additional hours, including evenings and weekends, and possibly stay downtown during the event.