Venue Coordinator

Austin, Texas, United States

Venue team reporting to Venue Manager

Full time in office, on site

Do you enjoy creating the magic behind the scenes of amazing events and experiences?! STATION Austin puts on some of the most memorable parties and events in Austin, and the Venue Coordinator (After Hours) is a crucial part of making it all happen. You will be an integral part of supporting, managing, and running STATION/Capital Factory Meetups and events.

Venue coordination includes client communication, vendor management, event setup, event monitoring, and takedown. The Venue Coordinator will be needed to support after-hours events in the evening as well as weekends  is your job to ensure that events at STATION Austin are running smoothly and that our guests leave with the ultimate experience.

• Establish meaningful and productive relationships with all of STATION/Capital Factory’s Meetup organizers.
• Pre-event communications and logistics with building management, vendors, and security.
• Act as the main point of contact for scheduling, coordinating, and communicating with over 30 Meetup groups within STATION/Capital Factory’s ecosystem.
• Assist with large events such as SXSW, Austin Startup Week, and other cornerstone events.
• Assist the Chief of Staff with the CEO’s University of Texas entrepreneurship class in the fall and spring college semesters.
• Ensure that STATION/Capital Factory events run smoothly.
• Assist the Venue Team in supporting internal events organized by STATION including venue planning, event production set-up and tear down.
• You will be expected to be in the office for in-person events to help set up and break down (outside regular office hours, as parties often are!).
• Other administrative projects and activities as needed.
• You are able to push/pull/carry/lift up to 50 pounds with or without assistance (there’s a lot of furniture to be moved around!)

• You manage multiple events (both online and in-person) simultaneously, coordinating and tracking all event logistics and deliverables from inception through completion.
• You collaborate cross-functionally with internal teams to maintain strong working relationships to ensure events’ progress and deliverables are completed on time.
• You coordinate event marketing needs with the marketing team, including both outbound and inbound event communications, event website updates, and event registration.
• You create and update event documentation, including event timelines and related folders and documents.
• You communicate clearly and professionally with clients, even in the face of conflict.
• You actively seek ways to improve the Event & Venue team’s workflows and communication by documenting all processes and bringing new ideas to the table.
• You are able to pivot for last-minute changes and are amenable to clients' needs.

• You are task‑orientated. You do not let things fall through the cracks, even when many competing priorities and deadlines exist.
• You have experience planning, marketing, and executing events such as panels, keynotes, workshops, and hackathons.
• You are a leader and comfortable speaking up and escalating a situation if needed.
• You are tech‑savvy and comfortable with well as A/V equipment such as wifi needs, microphones, etc. as well as learning and exploring new virtual platforms as.
• You are comfortable being the only staff member on site after hours.
• You are outgoing and can talk to just about anyone.
• You are a documentor. You make lists and spreadsheets.
• 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 check your email in the evenings and are available to work during evening events and over the weekends when there is a tight deadline. You do what it takes to get the job done.

• 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…