Visitor and Event Coordinator (VEC)

DEFTEC Corporation•New London, CT

About The Position

The Visitor and Event Coordinator (VEC) serves as the primary orchestrator of the museum’s public programs, special events, and daily visitor experience. The role ensures seamless operations aligned with institutional policies, safety standards, and mission-driven goals. The VEC plans and executes approved events by preparing logistics documents, supervising setup and teardown, coordinating with internal and external partners, and serving as the on-site lead during evening and weekend functions. The position also manages visitor flow, trains frontline staff, collects and analyzes visitor feedback, tracks authorized event costs, and maintains the master institutional calendar. It requires adaptable support for routine museum operations and high-profile, multi-stakeholder events, with sound judgment and composure. Contractor personnel may not obligate Government funds or approve payments.

Requirements

Bachelor’s degree in Hospitality Management, Public Relations, Marketing, or a related field.
Obtain a Tier 1/NACI background clearance at hire and successfully complete and clear the process.
Two to four years of experience in event planning, hospitality, or front-of-house museum operations.
Proficiency in Microsoft Office, event registration systems, and scheduling software.
Experience managing visitor flow, crowd control, and ADA compliance.
Familiarity with local fire codes, occupancy restrictions, and safety regulations.
Experience gathering and tracking visitor metrics and translating feedback into actionable improvements.

Nice To Haves

Excellent customer service and problem-solving skills under pressure at fast-paced or high-stakes public events.
Experience coordinating complex, multi-stakeholder functions, including senior military and political protocols.
Attention to event layouts, setups, and aesthetic alignment with adjacent gallery environments.

Responsibilities

Coordinate approved museum public programs, recurring operations, and authorized events, including coordination with the National Coast Guard Museum Association when directed by the Government.
Adapt event and visitor-support plans to participant demographics while adhering to approved budget, space, safety, staffing, and policy parameters.
Prepare run-of-show documents, layout designs, and scheduling parameters; supervise equipment setup, transitions, and teardown.
Serve as the primary on-site contact during evening and weekend events, enforce building protocols, and establish SOPs for those procedures.
Coordinate scheduling between daily gallery visitors and private or public events.
Execute, collect, and analyze visitor surveys to identify areas for improvement.
Ensure frontline guest service teams effectively promote museum and USCG historical messaging.
Track authorized event costs, vendor invoices, and cost-allocation documentation; do not obligate Government funds or approve payments.
Maintain the master institutional calendar.
Source, negotiate with, and supervise third-party event vendors, including caterers, AV providers, florists, and rental companies.