Assistant Producer

About SXSW London

SXSW London is the UK edition of the globally renowned South by Southwest (SXSW) festival. Building on SXSW’s legacy of creativity, innovation, and cultural exchange, SXSW London brings together leaders, creators, and audiences across music, film, technology, fashion, gaming, and the arts for a truly immersive experience.

The Assistant Producer will support the Events & Production team in the planning, documentation, and delivery of SXSW London. This role is responsible for maintaining department documentation, tracking timelines, deliverables and providing production coordination across multiple event workstreams. The ideal candidate is highly organized, proactive and comfortable working within a fast-paced, large-scale event environment.

Key Responsibilities:
 

Project Tracking & Documentation

• Maintain and update production timelines, project trackers, departmental logs and planning documents.
• Coordinate internal production documentation, including schedules, contact lists, and weekly status reports.
• Manage and distribute meeting notes, agendas, and action points from production meetings.
• Ensure all production materials adhere to SXSW London standards and are stored systematically.

Production Coordination

• Support Producers with venue and supplier research, booking coordination, procurement, and logistics administration.
• Assist in preparing production briefs, site plans, risk assessments, and event manuals.
• Track deadlines, deliverables, dependencies, and updates across multiple workstreams.
• Liaise with internal teams — Operations, Programming, Partnerships, Marketing — to maintain alignment on key milestones and deliverables.

Onsite Support

• Support onsite delivery during build, event days, and de-rig.
• Assist with backstage, venue, and site operations as directed by the Production and Operations teams.
• Provide real-time documentation, communication, and coordination support during live event periods.

General Department Support

• Provide administrative support to COO, Producers, Production Managers, and the wider Events & Production team.
• Contribute to maintaining organised workflows, documentation libraries, and operational efficiency across the department.

Skills & Experience

• Previous experience in event production or event coordination (festival, agency, or live events background preferred).
• Excellent organisational skills with exceptional attention to detail.
• Strong ability to manage timelines, track deliverables, and multitask across multiple projects.
• Confident using project management and documentation tools (e.g., Excel, Asana).
• Strong written and verbal communication skills; collaborative and team oriented.
• Ability to work flexibly in a fast-moving, deadline-driven environment.
• Experience working in large-scale events, multi-venue festivals, or long-lead production cycles.
• Understanding of production documentation standards (e.g., schedules, site plans, RA/MS, briefing documents).

What We Offer

• A dynamic, forward-thinking environment that values creativity, innovation, and collaboration.
• Significant professional development opportunities and international visibility.
• Competitive salary
• Hybrid workplace