Programming Administrator

About SXSW London
Founded in 1987 in Austin, Texas, SXSW is best known for its conference and festivals that celebrate the convergence of tech, film, music, education, and culture. Since its launch in 1987, SXSW has hosted a wide range of speakers and participants including Dave Grohl, Sadiq Khan, Michelle Obama and Mark Zuckerberg. SXSW has also historically provided a platform for emerging talent and is credited with helping boost the early careers of music acts like Amy Winehouse, Billie Eilish, Dua Lipa and Stormzy. SXSW has become an essential destination, demonstrating that the most unexpected discoveries happen when diverse topics and people come together in one place. SXSW is the mothership of creative and tech events, and it is now coming to Europe.

Remaining true to the original Austin festival but with a European twist, SXSW London is expected to showcase innovations and the best of technology, screen, music, visual arts, with exhibitions and interactive experiences in public spaces across East London. With activities running across dozens of venues, galleries, clubs, and other spaces in Shoreditch, SXSW London is set to become the ultimate platform for creative discovery and artistic convergence across Europe.

About the Role
The Programming Administrator will be a pivotal position within the Programming Department. Providing support to the Director, the role will be across the festival’s wide ranging programme including music, screen, conference, technology and arts as well as providing an interface between marketing, commercial and other departments. The role is for an immediate start and will require a process focussed self-starter and multitasker, with a keen eye for detail and interest in SXSW and its mission.

Responsibilities

Support to Festival Programme

• • Prepare and manage meetings and regular internal reporting / presentations for management team and Board as required
• Work to develop systems and support for reporting and contracting with Heads of Music, Screen, Conference and Visual Arts
• Liaise with all relevant areas of SXSW (Partnerships, Marketing, Production) to ensure clear scheduling of events, and proper allocation of spaces and resources
• Oversee and update all bookings made by the department in the festival’s internal systems including LoadIn, AwardForce, Hubspot, Monday and more
• Attend weekly Programming and Production Meetings and other relevant meetings as required
• Attend Festival and any other meetings or lead in events, where linked to the programme and deemed appropriate
• Assist in the development of the programme and research new areas for festival content as required.

Coordination with Festival Production Partners

• Work with SXSW’s production partner on speakers, artists and talent logistics manage and fulfil talent-related activities at events as required
• Assist in the mapping of venues across the campus to the programme activity including F&B, retail, hospitality areas and other activities
• Support the scheduling of festival programme across the campus and any other programmatic activities as required
• Assist in the administration and delivery of events and wraparound activities related to the festival programme.

General Departmental

• Manage diaries, travel, expenses and other administrative tasks as required by the Director of Programming
• Be a point of contact for Partnerships, Production, and Marketing for any logistical matters
• Prepare and circulate appropriate schedules, weekly KPIs and other reporting materials as required
• Organise and manage any events associated with the festival as agreed in advance with Director of Programming
• Process financial paperwork, including coding and processing invoices & expenses on Dext and other platforms, and assist in the monitoring and updating of budgets
• Attend occasional meetings, training sessions and other events which may take place outside normal working hours
• Undertake other duties as may be reasonably required.

Person Specification

Skills and Qualifications

•  Proven experience in a dynamic and fast paced conference, festival or cultural environment – preferably within events or brand activations
• Strong project management and administrative skills – delivering and reporting on time
• Excellent communication and relationship management skills, with the ability to juggle many priorities
• Data-driven and process mindset with familiarity with project management tools, and the ability to streamline the department’s workload and systems
• 4+ years of experience in a relationship/account management, events, festival or customer service role
• A quick learner with the ability to understand the business and its functions.

Competencies

• Exceptional interpersonal skills, with the ability to build rapport and trust with team and stakeholders at all levels
• Excellent technical proficiency with confidence in Google Docs, Microsoft, Illustrator / Photoshop, CRM & CMS systems and databases
• Experience of working with creatives, sponsors and external stakeholders
• A passion and interest for culture and innovation with an interest in festival programming
• A ‘can-do’ attitude and the willingness to assist other members of the team to meet shared objectives
• Able to respond well to change in a proactive and problem-solving manner.

Other Relevant Information

• Benefits package: Contributory pension scheme, dental and healthcare
• Hours of work: Standard office hours are 9:30am to 5:30pm; post holder will be expected to work as the job requires, including occasional Weekends and evenings
• Holidays: 25 days plus public holidays
• The role is based in Shoreditch, London, with hybrid working and a minimum of 4 days per week expected in the office.

To Apply
Please email [email protected] with a CV and brief cover letter (one side only) by end of day Wednesday 27th November using the subject: ‘Application for Programming Administrator’