Group Tour & Engagement Coordinator

Job Description

Job Description

Job SUmmary

The Group Tours + Engagement Coordinator is responsible for booking, scheduling, promoting, and selling Group and Private tours of The Glass House to current and emerging audiences. Reporting to the Director of Interpretation + Education (I+E) and working directly with the Manager of I+E, this position manages administrative functions including database records, contracts, accounts receivable, and client communications as they relate to these bookings. This position also works closely with the Development Department to coordinate private tours, Architecture and Design (A+D) Circle engagement, and stewardship objectives.

This is a limited part-time role with an hourly rate of $25/hour and an allotment of 15 hours per week.

This position offers flexibility for a hybrid work arrangement but does require a minimum of one day working on-site each week. Therefore, candidates will need to be area residents.

ABOUT THE GLASS HOUSE

The Glass House property, built between 1949 and 1995 by architect Philip Johnson, is a National Trust Historic Site in New Canaan, Connecticut. For more than half a century, the Glass House was home to Philip Johnson and his partner, influential curator David Whitney, a place where they hosted many of the most notable architects, artists and designers of their time.

Today, the pastoral 49-acre landscape comprises fourteen structures centered around the iconic Glass House and features a renowned permanent collection of 20th-century art. Since 1986, the entire campus has served as a catalyst for the preservation and interpretation of Modern art and design and a canvas for inspiration and experimentation through leading-edge exhibitions and installations of the highest quality. The site’s tour program, acclaimed Design Store, and on-site and online events provide a variety of opportunities for dynamic engagement. Through new research and programming the Glass House openly explores Philip Johnson and the site’s full history and legacy including connections to the LGBTQ+ experience, Johnsons’ influence on the art world, his forays into fascism and work toward forgiveness.

The site is owned and operated by the National Trust for Historic Preservation and is a part of its portfolio of 28 National Trust Historic Sites that are central to the organization’s mission and operations. The Glass House has a full-time staff of ten with approximately 25 seasonal staff. The executive leadership is supported by a dedicated Advisory Council of professionals in the business, architecture, art, design and marketing world.

DUTIES

• Coordinate the museum’s group and private tour program:
  • Serve as main point of contact with local partners, organizations, and schools seeking group and private tours, providing a high level of customer service.
  • Book tours via ticketing software AudienceView and internal calendar system.
  • Book tours for member groups in satisfaction of their membership benefits.
  • Book tours for architects and other design professionals, both independent and members of The Glass House A+D Circle, in collaboration with the Development Department.
  • Collaborate with the Director of Development and Manager of Development to schedule and book private tours for donors, sponsors, Advisory Council members, VIP guests, and prospective supporters.
  • Coordinate donated tour requests from nonprofit organizations, schools, and community partners.
• Maintain record and database systems related to Group and Private Tour contacts and sales.
  • Ensure an accurate, consistent and efficient booking confirmation and invoicing system.
  • Maintain and communicate group tour calendar with I+E, Development, and Site Operations staff in a timely, effective manner.
  • Produce monthly and annual reporting to support long-term strategic planning
  • Process all American Institute of Architects (AIA) Continuing Education credits for qualifying architects and design professionals who attend a group tour.
  • Maintain master tracking spreadsheets using Microsoft Excel and ticketing software for Group and Private Tour Prospects and Clients; donated tours; VIP visits; and special visitation programs.
• Perform proactive research to identify Group Tour prospects and outreach to promote and book tour offerings. Such prospects include but are not limited to:
  • Travel and tour operating companies of all kinds.
  • Architecture and design firms and organizations, while also proposing membership in the A+D Circle.
  • Educational institutions including universities, public and private schools, summer camps, and home school organizations.
  • Additional target groups following institutional priorities.
• Collaborate with relevant colleagues in all teams and departments at The Glass House to:
  • Respond to questions regarding tour guidelines, special needs, policies, and other matters in a timely, effective manner.
  • Ensure Group and Private Tour bookings are staffed and do not conflict with other programs or initiatives.
  • Develop annual communications schedule and outreach material for group tour contacts and prospects in line with institutional goals.
• Collaborate with the Director of Development and Manager of Development to:
  • Promote Glass House membership to all group and private tour inquiries and contacts.
  • Assist with A+D Circle member engagement, visitation logistics, and cultivation opportunities.
  • Support outreach and stewardship activities that help grow and retain A+D Circle participation.
• Other duties as assigned.

QUALIFICATIONS

• At least 2+ years of demonstrated relevant experience in Operations, Visitor Services, or similar area required.
• Experience working with museum, cultural, or tourism organizations in a group sales capacity preferred.
• Knowledge of and enthusiasm for architecture, history, or other topics related to The Glass House preferred.
• Excellent verbal, written, and interpersonal communication skills, with a strong commitment to customer service, engagement, and relationship building.

• Demonstrated ability to cultivate and maintain positive relationships with educators, members, donors, visitors, community partners, and other key stakeholders.
• Ability to respond to client inquiries in English, both verbal and written. Additional language skills are a plus.
• Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion.
• Ability to adapt and be flexible in a dynamic work environment.

• Ability to continually develop skills related to use of changing technology and communications best practices.

• Proficiency with Microsoft Office products required, including Excel, Outlook calendar/email, required.
• Experience with cloud-based ticketing systems (such as AudienceView) preferred.

• Ability to work flexible hours, including occasional weekends.

• This position is available as a hybrid work arrangement.