Venue Coordinator (After Hours)

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?! Capital Factory 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 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 at times. It is your job to ensure that events at Capital Factory are running smoothly and that our guests leave with the ultimate experience. 

What you will do…

• Establish meaningful and productive relationships with all of 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 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 Capital Factory events run smoothly.
• Assist the Venue Team in supporting  internal events organized by Capital Factory 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’ll know you’re successful if…

• 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. 

About you…

• 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.

About our team...

• 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 VC’s, 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 year), and Austin Startup Week.
• We get to Inbox Zero every day.

• 4 weeks paid time off (one week is between Christmas and New Year’s) 
• Personal health, vision and dental insurance paid 100% by Capital Factory
• Additional benefits such as 401k program (50% company matching), life insurance, short & long term disability and and employee assistance program
• Parental leave including 10 weeks paid leave for birthing parents and 4 weeks paid leave for non-birthing parents
• $1,000 personal innovation budget on your first year anniversary and then an additional $500 each anniversary thereafter
• Coworking membership at Capital Factory with garage parking space, metro pass, or rideshare credits and access to the onsite gym
• A priceless network

About Capital Factory

Capital Factory is the center of gravity for entrepreneurs in Texas, the number one startup state in the U.S. Hundreds of thousands of entrepreneurs, programmers, and designers gather day and night, in-person and online for meetups, classes, and coworking. With boots on the ground in Austin, Dallas, Houston and San Antonio, we meet the best entrepreneurs in Texas and introduce them to their first investors, employees, mentors, and customers. According to Pitchbook, Capital Factory has been the most active investor in Texas since 2010.