The SOI Foundation is recognized globally for delivering life-changing polar expeditions. But that is just the tip of the iceberg when it comes to our mission.
The Expedition Participants & Logistics Manager is responsible for the overall coordination of key elements of SOI’s expedition programs. Working in collaboration with the Expedition Education Program Manager, the Expedition Participants & Logistics Manager supports SOI’s Expedition Team in the youth participant intake process, participant logistics, permitting, program delivery, and managing junior expedition staff. The Expedition Participants & Logistics Manager is a core member of the SOI Expedition Team and reports to the Chief Operating Officer.
Key Tasks and Responsibilities
- Collaborate on the youth application launch with the Communications team;
- Develop and execute a youth recruitment strategy, in collaboration with teams;
- Oversee the youth application process, including the review and selection of self-funded youth participants;
- Coordinate SOI’s volunteer Scholarship Review Board, ensuring timely and equitable review of all scholarship applications;
- Oversee the youth selection process (and scholarship allocation), keeping in mind diversity and inclusion;
- Support scholarship funding partners in selecting scholarship recipients.
Coordinate the selection, hiring and management of junior expedition staff:
- Recruitment, selection, management and evaluation of members of the team;
- Manage the Expedition Coordinator and Intern(s) in the areas of participant registration and onboarding, participant logistics (accommodations, transportation, catering, venue bookings), travel bookings and documents, inventory management, and knowledge/database management;
- Collaborate closely with the Expedition Education Program Manager to oversee the work plans and task lists for the Expedition Assistant and Intern.
Collaborate closely with the Expedition Education Program Manager:
- Lead the development and implementation of each expedition program;
- Collaborate on the creation of printed expedition materials and digital content;
- Support the procurement of expedition supplies and assist in managing inventory of expedition related equipment;
- Coordinate the development and execution of the pre-departure and post-expedition program;
- Coordinate post-expedition wrap-up.
- Apply for, obtain, and report on all required permits from the relevant Canadian and international authorities as they pertain to the expedition itinerary, community visits, and the expedition education program;
- Contribute to program development for expedition programs;
- Collaborate with the Partnerships team to support funding proposals, reporting, and client relationship management;
- In collaboration with the Chief Operating Officer, develop and manage expeditions budgets and expense management;
- Lead on documentation of knowledge management of Expedition Planning cycle and data management for expeditions;
- Contribute to a collaborative and positive work environment by participating in SOI events, representing SOI at external events and conferences when applicable, attending all-staff meetings, and assisting with other duties as assigned.
Character Profile & Key Competencies
- 3 -5+ years of work experience in a dynamic work environment, with experience in youth programming, logistics, event planning and/or project management;
- Strong project management skills demonstrating ability to prioritize, coordinate, delegate, and meet deadlines on multiple assignments
- Excellent problem solver who knows the right balance between tenacity and creativity;
- Great communicator with excellent verbal and written communication skills (including professional writing, facilitation, and public speaking)
- Experience managing staff
- Strong computer skills; experience with CRMs and/or information management systems an asset (ie. Salesforce, Monday.com)
- Experience working in the travel industry or organizing large group travel is an asset (ie: organizing itineraries for group travel, booking travel and accommodations, etc.)
- Service oriented, flexible and adaptable: “flexibility is key!”
- Experience and/or affinity with SOI’s areas of focus: youth development, climate change, ocean health, and capacity building in the North is preferred;
- Bilingual EN/FR or EN/Inuktitut is an asset