Assistant Expedition Program Coordinator

WHO WE ARE

Viking has grown to be The World’s Leading River Cruise Line, with double-digit growth in recent years. With the launch of its ocean fleet in 2015, the company has also become the leader in small ship ocean cruising. With operational headquarters in Basel, Switzerland, Viking provides destination-focused itineraries designed for experienced travelers who have an interest in geography, culture and history. Each journey includes a shore excursion in every port, and an exclusive Viking Culture Curriculum program that provides deep immersion in the destination through performances of music and art, cooking demonstrations, informative port talks and carefully selected guest lecturers. 

Viking currently operates a fleet of more than 80 vessels, state-of-the-art ships that have received numerous accolades since their launch from industry experts and travelers alike. Viking was voted the #1 River Cruise Line by Condé Nast Traveler in their 2018 Readers’ Choice Awards, and for the third year in a row, has been named the #1 Ocean Cruise Line* by Travel + Leisure readers in the World’s Best Awards 2018. 

PURPOSE OF POSITION

Viking Expedition is a new leg of Viking Cruises to deliver expedition cruises in destinations previously not operated by Viking Cruises. The Assistant Expedition Program Coordinator holds a mainly shipboard administrative role coordinating all the daily expedition logistics necessary to deliver an unprecedented level of excellence.

YOUR RESPONSIBILITIES

Professional Skills 

• Strong leader, team player and an inspiration to others 
• Ability to structure complex tasks 
• Good communicator, knowledgeable about expedition operations 
• Works well under pressure 
• Smart, presentable, friendly and excellent people skills 
• Excellent computer & Microsoft Office experience (Excel, Word, PowerPoint, etc) 
• English speaking and writing to a high standard 

General Duties 

• Present on specific landing sites and destinations of the voyage, including the daily logistics and activities available for guests 
• Assist Expedition Leader, Assistant Expedition Leader and Expedition Program Coordinator as necessary 
• Create activity lists and spreadsheets as necessary 
• Accompany passengers on tours and guiding field excursions 
• Research and collect destination information as necessary 
• Oversee the collection of daily blurbs from staff and photographs from the Photographer to be emailed to the marketing department daily 
• Oversee the creation and submission of the wildlife species list for each voyage 
• Maintain updated and accurate filing system for reference including voyage files, policy information etc 
• Organizing, distributing, collecting and holding staff accountable for the uniform items distributed to the Expedition Team 
• Assist Expedition Program Coordinator in creating and managing the different guest zodiac groups and coordinate the disembarkation / embarkation of guests at the side gates 
• Prepare staff biographies for display on the ship 
• Collect zodiac certifications from all staff members and ensure they are filed in the appropriate way for easy access by the relevant people 
• Collect all feedback from staff, compile “Tour Reports” and send to the relevant people 
• Order office supplies as required 
• Issue expedition gear – keep an accurate log with signatures 
• Keeping an inventory at the end of each regional season of the expedition gear onboard and ensuring that all equipment is properly inventoried and packed away or re-issued 
• Supervise and ensure an accurate record of staff working hours and make sure forms are signed, filed and kept for future reference 

Mindset and Values 

• Be well groomed and of professional personality and focused on delivering 100% satisfaction 
• Adhere to schedules, always setting good standards as a member of the shore side team 
• Be willing to travel regularly to various Viking offices and vessels

Communication & Coordination 

• Report to the Expedition Program Coordinator and coordinate with other department heads as needed

Leadership 

• Lead by example 
• Work with the Expedition Admin Team providing training and mentorship to all staff 
• Ensure a positive working environment 

Your profile 

• Previous experience in similar role or demonstrated experience in the Expedition Cruise Industry 
• Good administration & organization 
• Proactive problem solving 
• Teamwork and good communication 
• Well organized, efficient and positive 
• A leader 
• Understand guest needs 
• Time management 
• Reliable and pressure resistant 
• Proactive in upholding Viking standards of excellence 
• Enthusiastic team member 
• Marine Radio Operator’s license or equivalent 
• Small boat license – preferential

Guidelines and Regulations 

• Implement Standard Operating Procedures & STAR Service Standards within the department. 
• Ensure appropriate appearance and clothing according to the updated Grooming Standards. 
• For work in Polar Regions: have passed the appropriate and most recent field staff online assessment of IAATO/AECO.  
• The company reserves the right to change/extend this job description if necessary, at any point of time during her/his employment.