Event Staffing Admin

SXSW (South by Southwest) is a globally recognized conglomerate of film, interactive media, music festivals, and conferences held annually in Austin, Texas. Known for its innovation and vibrant cultural engagement, SXSW draws thousands of attendees, industry leaders, artists, and creative professionals worldwide. The organization stands at the forefront of live event production, blending entertainment with technology and business insights, serving as a hub for networking, discovery, and learning across multiple disciplines. The company is committed to excellence in event management and community involvement, fostering an inclusive environment for its volunteers, attendees, and partners. This fosters a dynamic work culture focused on creativity, collaboration, and delivering exceptional event experiences.

The Event Staffing Admin role at SXSW is crucial for ensuring seamless volunteer coordination and communication throughout the year and particularly during the major event in March. This is a full-time position based in Austin, Texas, offering a comprehensive opportunity to engage with various aspects of event planning, digital communications, project management, and community outreach. The successful candidate will be responsible for managing essential digital communication channels such as the SXSW Volunteer Newsletter and email inbox, acting as the administrative backbone for volunteer-related events including Volunteer Call, Manager Meetings, and the Volunteer Appreciation Party.

This role requires proficiency in project management tools and the ability to maintain and update a volunteer database using platforms like Rosterfy. The Event Staffing Admin will collaborate closely with department leadership and staff to align event goals and timelines, provide critical oversight to volunteer and staff event activities, and support partnerships with community and academic institutions. On-site responsibilities during the event include real-time scheduling assistance, volunteer support, problem reporting, and enforcement of company policies.

Strong communication skills, attention to detail, and a customer service mindset are vital to this position. Familiarity with Google Workspace, Microsoft Office, Airtable, and willingness to learn new technologies are also essential. Candidates should be dependable, able to work independently and as part of a team, and comfortable operating under pressure during a busy event environment. The position demands flexibility in working hours, especially in the months leading up to and during the March event, where extended hours including evenings and weekends are expected. Overall, the Event Staffing Admin plays a pivotal role in supporting the backbone of SXSW’s volunteer efforts, contributing significantly to the success and smooth operation of one of the world’s premier festivals and conferences.