Visitor and Event Coordinator (VEC)

Visitor and Event Coordinator (VEC) DEFTEC delivers mission-critical solutions through skillfully delivered services and innovative products. We are inspired by our clients' critical missions and driven to provide the most effective solutions to execute their missions, operational challenges, and requirements. Our dedicated, experienced, and talented employees work closely with our clients to ensure the delivery of exceptional services and products. Position Overview: The Visitor and Event Coordinator (VEC) serves as the primary orchestrator of the museum's public programs, special events, and daily visitor experience, ensuring seamless operations that align with institutional policies, safety standards, and mission‑driven goals. This role plans and executes approved events by developing detailed logistics documents, supervising setup and teardown, coordinating with internal and external partners, and serving as the on‑site lead during weekend and evening functions. In addition to managing visitor flow, training frontline staff, and analyzing feedback to enhance guest satisfaction, the VEC oversees essential administrative functions such as budget tracking and master calendar maintenance. Drawing on experience in event planning, hospitality, and front‑of‑house operations, the VEC provides professional, adaptable support for both routine museum days and high‑profile, multi‑stakeholder events requiring excellent judgment and composure. Job Responsibilities: Event Planning & Execution: Coordination: Coordinate approved museum public programs, recurring operations, and authorized events, including coordination with the National Coast Guard Museum Association when directed by the Government. Program Adaptation: Tailor event and visitor-support plans to participant demographics while remaining within approved budget, space, safety, staffing, and policy parameters. Logistics Management: Produce comprehensive "run-of-show" documents, layout designs, and scheduling parameters. Supervise physical setup, transition, and teardown of equipment. On-Site Supervision : Act as primary physical point of contact during evening/weekend events, enforcing strict building protocols (e.g., prohibiting food/drink in gallery spaces). Establish SOPs for these procedures. Visitor Experience Oversight: Daily Operations : Deconflict scheduling between daily gallery visitors and private or public events. Feedback Loops: Execute, collect, and analyze visitor surveys to pinpoint areas of friction. Staff Training: Ensure frontline guest service teams effectively promote museum and USCG historical messaging. Administrative & Financial: Budget Tracking: Track authorized event costs, vendor invoices, and cost- allocation documentation. Contractor personnel shall not obligate Government funds or approve payments. Calendar Management: Maintain the master institutional calendar. Required Qualifications: Education : A Bachelor's degree in Hospitality Management, Public Relations, Marketing, or a related A Tier 1/NACI Background Clearance will be obtained by the candidate at hire and must successfully complete and clear the process. Experience: 2 to 4 years in event planning, hospitality, or front-of-house museum operations. Technical Skills : Proficiency in Microsoft Office, event registration systems, and scheduling software. Knowledge and Experience: Front-of-House (FOH) Logistics: Managing visitor flow, crowd control, and ADA compliance. Vendor Relations: Sourcing, negotiating, and supervising third-party event vendors (caterers, AV, florists, rentals). Codes & Safety: Familiarity with local fire codes, occupancy restrictions, and safety regulations. Visitor Metrics : Gathering, tracking, and translating visitor feedback into actionable experience improvements. Preferred Qualifications: Composure under Pressure: Excellent customer service and problem-solving skills during high stakes or fast-paced public events. Creative Problem Solving: Experience coordinating co…

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