Visitor and Events Coordinator Supporting USCG Museum

Ruchman and Associates, Inc.; New London (CT); On-site; USD 42,000 - 64,000; Full time

Job summary

Ruchman and Associates, Inc. seeks a Visitor and Event Coordinator to support and oversee public events at the National Coast Guard Museum.

The role focuses on visitor experience metrics, front-of-house logistics, and executing museum, community, and military events. Responsibilities include run-of-show creation, layout planning, and supervising setup/teardown; serving as the evening/weekend contact with strict building protocols; and coordinating with the Museum Association as directed.

Qualifications

• Requires a Bachelor's degree in Hospitality Management, Public Relations, Marketing, or related field.
• 2–4 years in event planning, hospitality, or front-of-house museum operations.
• Proficient in Microsoft Office, event registration systems, and scheduling software.
• Experience with visitor flow, crowd control, and ADA compliance.
• Experience sourcing, negotiating, and supervising third-party event vendors.
• Familiarity with local fire codes, occupancy restrictions, and safety regulations.
• Ability to translate visitor feedback into experience improvements.

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.
• Tailor event and visitor-support plans to participant demographics while remaining within approved budget, space, safety, staffing, and policy parameters.
• Produce comprehensive run-of-show documents, layout designs, and scheduling parameters. Supervise physical setup, transition, and teardown of equipment.
• 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.
• Deconflict scheduling between daily gallery visitors and private or public events.
• Execute, collect, and analyze visitor surveys to pinpoint areas of friction.
• Ensure frontline guest service teams effectively promote museum and USCG historical messaging.
• Track authorized event costs, vendor invoices, and cost-allocation documentation.
• Maintain the master institutional calendar.

Skills

Microsoft Office

Visitor flow management

Crowd control

Communication skills

Education

Hospitality Management

Public Relations

Marketing

Tools

Microsoft Office

Event registration systems

Scheduling software

Job description

Ruchman and Associates, Inc. (RAI) is seeking a Visitor and Event Coordinator to support and oversee public events at the National Coast Guard Museum. The coordinator is the primary "face" of the institution, managing visitor experience metrics, front-of-house logistics, and executing recurring museum, community, and military events.

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.
• Tailor event and visitor-support plans to participant demographics while remaining within approved budget, space, safety, staffing, and policy parameters.
• Produce comprehensive "run-of-show" documents, layout designs, and scheduling parameters. Supervise physical setup, transition, and teardown of equipment.
• 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.
• Deconflict scheduling between daily gallery visitors and private or public events.
• Execute, collect, and analyze visitor surveys to pinpoint areas of friction.
• Ensure frontline guest service teams effectively promote museum and USCG historical messaging.
• Track authorized event costs, vendor invoices, and cost- allocation documentation.
• Maintain the master institutional calendar.

Requirements

• A Bachelor’s degree in Hospitality Management, Public Relations, Marketing, or a related field.
• 2 to 4 years in event planning, hospitality, or front-of-house museum operations.
• Proficiency in Microsoft Office, event registration systems, and scheduling software.
• Experience with managing visitor flow, crowd control, and ADA compliance.
• Experience sourcing, negotiating, and supervising third-party event vendors (caterers, AV florists, rentals).
• Familiarity with local fire codes, occupancy restrictions, and safety regulations.
• Gathering, tracking, and translating visitor feedback into actionable experience improvements.