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 museums public programs special events and daily visitor experience ensuring seamless operations that align with institutional policies safety standards and missiondriven 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 onsite lead during weekend and evening 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 frontofhouse operations the VEC provides professional adaptable support for both routine museum days and highprofile multistakeholder 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 Bachelors 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 complex multi-stakeholder functions including senior military and political protocols.
• Design Eye: Attention to event layout setups and aesthetic alignments that respect the adjacent gallery environments.

DEFTEC offers a comprehensive whole-life benefits package that includes medical dental vision holiday paid time off 401K with a match life insurance short/long-term disability and educational reimbursement. The DEFTEC team comprises professionals who make a difference daily in crucial national security missions. Our leadership knows that this happens by employing a diverse team that is well cared for. Our top priority is our employees making DEFTEC an ideal workplace.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Please get in touch with if you require reasonable accommodations.

DEFTEC is a Drug-Free Workplace where post-offer applicants and employees are subject to testing for marijuana cocaine opioids amphetamines PCP and alcohol when criteria are met as outlined in our policies.

AAP/EEO Statement

DEFTEC Corp is an Equal Opportunity and Affirmative Action Employer and prohibits discrimination and harassment of any typebased on actual or perceived race color national origin ancestry sex (including pregnancy childbirth breastfeedingand medical conditions related to pregnancy childbirth or breastfeeding)gender gender identity and gender expression religious creeddisability (mental and physical) including HIV and AIDS medical condition (cancer and genetic characteristics ) genetic information age marital status civil union status sexual orientation military and veteran status denial of family and medical care leave arrest record and/or any other characteristic(s) protected by federal state or local law.

This policy applies to all terms of employment includingrecruiting hiring placement promotion termination layoff recall transfer leaves of absence training compensation benefits employee activities and general treatment during employment.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of the activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

Required Experience:

IC