Venue Coordinator

Austin, Texas, United States

Events & Venue Team reporting to Events Manager

Full-time, in office

This generalist role will perform support duties that intersect with all aspects and responsibilities of the Venue team at large - gaining exposure and experience to the full lifecycle of Venue activations and events.

You will assist and coordinate programs for the Center for Defense Innovation and corporate partners such as Army Futures Command, AFWERX and DIU at pitch competitions, hackathons, round tables, roadshows, summits all year round and during SXSW, Austin Startup Week, and national defense industry events. You will work with the Defense Team, the Programming Team, the Events Team, and other internal stakeholders, community partners and corporate partners.

• Manage a portion of internal and external Venue requests and inquiries all while maintaining a high sense of professionalism and timely communication.
• Assist the Venue team with internal and external Capital Factory events, including coordination with/for:
• Scheduling event spaces, event vendors, food and beverage vendors
• Managing onsite logistics for catering and external vendors
• Managing venue requests for internal/external stakeholder clients
• Upkeep and deployment of physical Venue spaces (furniture movement, floor plan communication, etc)

• Project manage multiple events (both online and in-person) simultaneously, coordinating and tracking all event logistics and deliverables from inception through completion.
• Collaborate cross-functionally with internal teams to maintain strong working relationships to ensure events' progress and deliverables are completed on time.
• Coordinate event marketing needs with the marketing team, including both outbound and inbound event communications, event website updates, and event registration.
• Create and update event documentation, including event timelines, and related folders and documents.
• Responsible for event budgets, including tracking expenses, to ensure the event stays within scope.
• Actively seek ways to improve the event team's workflows and communication by documenting all processes and bringing new ideas to the table.
• Other administrative projects and activities as needed such as ordering staff meals, assisting members in our co‑working spaces and anticipating the needs of the Venue team in preparation for upcoming events.
• You are able to push/pull/carry/lift up to 30 pounds with or without assistance (Venue team plays a large role in room flips and assisting vendors!)

• You love special events and working on a team.
• You are outgoing and can talk to just about anyone.
• You are a documentor. You love a list and process.
• You are a problem solver. You look for ways to make things work better and how to turn chaos into systems.
• You are organized and plan ahead, but you don't get stressed out when things change at the last minute… because they will. You roll with it.
• You have great communication skills. You are responsive to clients and internal changes and requests.
• You are timely and you are able to work evenings or over the weekend events.

• You have a reliable laptop computer & smartphone that you are comfortable using for work.

• You plan to stay in Texas for at least two years.

• We have a passion for startups and technology.
• We are transparent and we over-communicate.
• We have excellent written and verbal communication skills.
• We communicate when we are not able to meet a deadline and suggest a solution.
• We are professional and presentable and greet everyone cheerfully. We're ready to deal with an immature student, a pushy salesperson, top VCs, a fortune 500 CEO, and even the President of the United States.
• We are excited to work in downtown Austin and have reliable transportation.
• We have a quiet place where we can work remotely with fast internet.
• We are security aware. We have a passcode on our computers and phones and use a password manager.
• We are able to efficiently use the Google suite of productivity tools (Gmail, Drive, Docs, Sheets, Slides).
• We are available to work during SXSW (Spring Break), DREAMCON (one week long staff summits twice a…