Key Responsibilities and Required Skills for Expedition Assistant

🎯 Role Definition

The Expedition Assistant is a crucial support role at the heart of our expedition operations team. You will work directly with Expedition Leaders and Logistics Managers to coordinate the intricate details of planning and executing complex trips. This position involves a wide range of responsibilities, from managing participant communications and booking complex travel to organizing equipment and ensuring compliance with safety protocols. The ideal candidate is a master of logistics with a passion for the outdoors, capable of flawlessly managing administrative tasks while remaining adaptable to the dynamic and often unpredictable nature of expedition travel.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Coordinator or Assistant in a dynamic industry.
Travel Agent or Tourism Coordinator.
Outdoor Education Instructor or Camp Counselor.
Recent graduate from a relevant field with significant personal travel/outdoor experience.

Advancement To:

Expedition Leader or Co-Leader.
Expedition Logistics Manager.
Operations Manager for Adventure Travel.
Program Director for a specific region or type of expedition.

Lateral Moves:

Equipment and Resource Manager.
Guest Services Manager.
Marketing Coordinator (specializing in adventure travel).
Vendor and Partner Relations Specialist.

Core Responsibilities

Primary Functions

Manage the complete lifecycle of participant communications, from initial booking inquiries to post-trip follow-up, serving as the primary, professional point of contact.
Meticulously coordinate all pre-expedition logistics, including booking international/domestic flights, arranging ground transportation, and securing accommodation for staff and participants.
Prepare and distribute comprehensive pre-trip documentation for all participants, including detailed itineraries, packing lists, medical forms, and visa/permit information.
Assist in securing all necessary permits, visas, and permissions from local, national, and international authorities required for operating in remote and protected areas.
Maintain and meticulously track expedition equipment inventory, from high-tech communication devices to specialized field gear, ensuring everything is maintained, repaired, and ready for deployment.
Support the Expedition Leader in the creation and refinement of detailed risk management plans and emergency action protocols for each unique itinerary.
Conduct thorough research on new destinations, potential local partners, vendors, and service providers to enhance the quality and authenticity of our expeditions.
Manage the collection, verification, and confidential storage of participant data, including medical histories, dietary requirements, and emergency contact information.
Process and reconcile expedition-related expenses, track budgets against actuals, and assist in the preparation of financial reports for each trip.
Serve as the shore-side or office-based primary contact during active expeditions, relaying messages, solving logistical challenges, and supporting the field team 24/7 as needed.
Assist in the recruitment, onboarding, and logistical coordination for freelance field staff, including guides, medics, and local experts.
Develop and maintain a comprehensive database of logistical information, including vendor contracts, transportation schedules, and contact lists for all operational areas.
Prepare and pack expedition-specific supplies, including first aid kits, group gear, communication equipment, and scientific research materials.
Liaise with medical advisors to review participant medical forms and ensure all health and safety prerequisites for travel are met.
Coordinate complex cargo and freight shipments to and from remote locations, navigating customs and import/export regulations.
Support the development of educational materials and briefing documents that prepare participants for the cultural, environmental, and physical aspects of the expedition.
Assist in planning and executing staff training programs, workshops, and pre-expedition briefings to ensure operational readiness.
Handle all administrative tasks related to expedition operations, such as filing, data entry, and maintaining organized digital and physical records.
Act as a brand ambassador, embodying the company’s commitment to safety, sustainability, and exceptional guest experience in all interactions.
Potentially join expeditions in a support capacity, assisting the Expedition Leader with on-the-ground logistics, group management, and daily operations in the field.

Secondary Functions

Compile and present insightful post-expedition reports, summarizing participant feedback, incident logs, and budget reconciliation to drive continuous improvement.
Assist the marketing team by gathering, organizing, and delivering high-quality photo and video content collected during expeditions, ensuring proper permissions are documented.
Maintain and update the master database of vendors, local contacts, and emergency services across various international destinations.
Participate actively in regular safety drills and team training sessions to maintain a high level of preparedness and operational excellence.

Required Skills & Competencies

Hard Skills (Technical)

Wilderness First Responder (WFR) or Advanced First Aid/CPR Certification: Essential for understanding and assisting in risk management.
Logistics & Travel Coordination: Proven ability to book multi-leg international travel, ground transport, and accommodations.
Advanced Computer Proficiency: Mastery of Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Drive).
GPS & Navigation Tools: Familiarity with GPS devices and digital mapping software (e.g., Gaia GPS, Google Earth).
Budget Management: Experience tracking expenses, managing spreadsheets, and performing basic financial reconciliation.
Database Management: Competency in entering, maintaining, and organizing data within CRM or custom database systems.
Inventory Management: Skills in tracking, maintaining, and organizing physical assets and equipment.
Permit and Visa Application: Experience navigating the administrative processes for travel and operational permits.
Satellite Communications: Basic knowledge of satellite phones (e.g., Iridium) and tracking devices (e.g., InReach).
Foreign Language Proficiency: Fluency or professional proficiency in a second language (e.g., Spanish, French, Mandarin) is a significant asset.

Soft Skills

Impeccable Organization & Attention to Detail: The ability to manage countless moving parts simultaneously without letting anything slip through the cracks.
Exceptional Problem-Solving: A proactive and resourceful mindset to quickly and effectively resolve unexpected issues under pressure.
Unflappable Resilience: A calm and positive demeanor when facing logistical challenges, changing plans, and high-stakes situations.
Clear & Professional Communication: Excellent written and verbal communication skills for interacting with clients, international partners, and team members.
Cross-Cultural Competence: Awareness and sensitivity when communicating and collaborating with people from diverse cultural backgrounds.
Proactive & Self-Motivated: The drive to take initiative, anticipate needs, and work independently with minimal supervision.
Strong Team Player: A collaborative spirit and a "no task is too small" attitude to support the collective success of the team and expedition.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent, supplemented with relevant professional experience.

Preferred Education:

Bachelor's Degree from an accredited college or university.

Relevant Fields of Study:

Outdoor Recreation or Adventure Education
Tourism and Hospitality Management
Logistics and Supply Chain Management
Geography or Environmental Science
Business Administration

Experience Requirements

Typical Experience Range:

1-3 years of experience in an administrative, coordination, or operational support role, preferably within a fast-paced environment.

Preferred:

Direct experience in the adventure travel, outdoor education, scientific field research, or expedition industry.
Demonstrated personal experience with international travel and/or outdoor activities in challenging environments (e.g., backpacking, mountaineering, remote trekking).
Experience living or working abroad is highly advantageous.