Overview

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.

Additional Duties:

• 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