Expedition Specialist | Adventure Travel & Logistics

🎯 Role Definition

We are searching for a highly organized, proactive, and detail-oriented Expedition Specialist to join our dynamic operations team. In this pivotal role, you will be the architect behind our unique travel experiences, responsible for the end-to-end planning, management, and execution of complex international expeditions. You will serve as the central hub for all logistical arrangements, from coordinating with local vendors in remote locations to managing guest communications and ensuring the highest standards of safety and quality. The ideal candidate thrives in a fast-paced environment, excels at complex problem-solving, and possesses a deep-seated passion for creating and delivering extraordinary adventures.

📈 Career Progression

Typical Career Path

Entry Point From:

Tour Coordinator or Guide
Logistics Assistant or Coordinator
Senior Travel Consultant
Event or Project Coordinator

Advancement To:

Senior Expedition Specialist or Expedition Manager
Director of Operations
Product Development Manager
Head of Guest Experience

Lateral Moves:

Program Manager
Vendor Relations Manager
Custom Trip Designer

Core Responsibilities

Primary Functions

Manage the complete lifecycle of expedition planning from initial concept to post-trip reporting, ensuring all logistical components are seamlessly integrated.
Develop and maintain comprehensive, multi-layered itineraries, including detailed activity schedules, transportation logistics, and accommodation arrangements.
Source, negotiate with, and manage relationships with a global network of vendors, including local guides, transportation providers, hotels, and charter vessel operators.
Oversee and meticulously track expedition budgets, ensuring all operations remain within financial parameters while maximizing value and quality.
Serve as the primary point of contact for registered guests, expertly handling inquiries, providing pre-trip information, and managing expectations to foster excitement and confidence.
Coordinate complex international and domestic air travel logistics for both staff and large groups of guests, including charter and commercial flights.
Secure all necessary permits, visas, and operational licenses required for expeditions in environmentally sensitive or politically complex regions.
Conduct thorough risk assessments for all itineraries and implement robust safety protocols and emergency response plans.
Prepare and distribute all essential pre-departure documentation for guests and expedition staff, including packing lists, medical forms, and detailed trip notes.
Lead the logistical briefing and training of on-site expedition leaders, guides, and field staff to ensure flawless operational execution.
Manage the procurement, maintenance, and inventory of all expedition-related equipment, from technical gear to medical supplies.
Provide real-time operational support for teams in the field, acting as the primary home-base contact for problem-solving and emergency coordination.
Collaborate with the product development team to research and create new, innovative expedition itineraries and enhance existing programs.
Handle all aspects of vessel and land-based operations, including passenger manifests, customs and immigration clearance, and resupply logistics.
Meticulously review and process vendor invoices, manage payment schedules, and conduct final trip cost reconciliation.
Collect, analyze, and report on guest and staff feedback to drive continuous improvement in trip quality, safety, and guest satisfaction.
Ensure all expeditions adhere to company standards as well as local and international regulations, with a strong focus on sustainable and responsible travel principles.
Develop contingency plans for potential disruptions such as adverse weather, political instability, or medical emergencies.
Author and update internal operational manuals, standard operating procedures (SOPs), and training materials for the expedition team.
Liaise with sales and marketing departments to provide accurate logistical information for promotional materials and to support custom trip inquiries.

Secondary Functions

Conduct post-expedition analysis and reporting to identify trends, challenges, and opportunities for operational improvement.
Contribute to the development of new expedition itineraries and the strategic enhancement of the company's product portfolio.
Collaborate with cross-functional teams, including marketing and sales, to translate client desires and market trends into tangible expedition features.
Participate in regular operational meetings, strategic planning sessions, and contribute to the overall success of the operations department.

Required Skills & Competencies

Hard Skills (Technical)

Expedition Logistics: Proven experience managing complex logistics for group travel in remote or challenging international destinations.
Booking Systems: Proficiency with Global Distribution Systems (GDS) like Amadeus, Sabre, or Worldspan for complex flight routing.
Project Management Software: Competency in tools such as Asana, Trello, or Monday.com for tracking multifaceted projects.
Budget Management: Strong financial acumen with experience creating, tracking, and reconciling detailed trip and departmental budgets.
Permitting & Compliance: Knowledge of and experience with securing permits, visas, and navigating customs for international travel.
Risk Management: Formal training or extensive experience in risk assessment and crisis management for outdoor/remote environments.
Wilderness Medical Certification: Current Wilderness First Responder (WFR), Wilderness EMT, or equivalent medical certification is highly desirable.
Destination Knowledge: Deep geographical, cultural, and logistical knowledge of specific expedition regions (e.g., Polar, high-altitude, tropical).
Vendor Negotiation: Demonstrated ability to negotiate contracts and manage relationships with international suppliers.
Microsoft Office/Google Suite: Advanced proficiency in Excel/Sheets for budgeting and data management, and Word/Docs for creating detailed documentation.
Satellite Communications: Familiarity with devices like Iridium, Inmarsat, or Garmin inReach for remote communication.

Soft Skills

Exceptional Organization: Meticulous attention to detail and the ability to manage multiple complex projects simultaneously under tight deadlines.
Problem-Solving: A calm, resourceful, and creative approach to solving unexpected challenges under pressure.
Communication: Excellent written and verbal communication skills for clear and professional interaction with clients, vendors, and internal teams.
Leadership & Composure: The ability to lead and make confident decisions in high-stakes situations.
Adaptability: A flexible and resilient mindset, comfortable with ambiguity and rapid change in a dynamic industry.
Interpersonal Skills: Strong ability to build rapport and maintain positive relationships with diverse groups of people.
Self-Motivation: A proactive, self-starting work ethic with the ability to operate independently with minimal supervision.

Education & Experience

Educational Background

Minimum Education:

Bachelor's degree in a relevant field or equivalent combination of a High School Diploma and 5+ years of direct professional experience in expedition operations.

Preferred Education:

Bachelor's or Master's degree in a directly related field.

Relevant Fields of Study:

Tourism & Hospitality Management
Logistics & Supply Chain Management
Outdoor Recreation or Adventure Education
Geography or Environmental Science
Project Management

Experience Requirements

Typical Experience Range:

3 - 7 years of progressive experience in tour operations, adventure travel logistics, or expedition management.

Preferred:

Direct field experience leading or guiding multi-day trips.
Experience in planning expeditions to polar regions (Arctic/Antarctica), high-altitude environments, or on small expedition cruise vessels.
A proven track record of managing budgets exceeding $100k per project.
Experience working with high-net-worth clientele.