About SmartICE:

SmartICE, a non-profit social enterprise, was established to address the climate change impact on ice

conditions across the Arctic. SmartICE offers a suite of climate change adaptation tools that integrate

Indigenous and local knowledge of ice with advanced data acquisition, remote monitoring and satellite

mapping for ice travel safety. Our community-based services provide invaluable, data-driven insights into

ice thickness and local ice travel conditions, in near real-time.

Title: Travel and Events Coordinator

Job Profile:

Under the direction of the Operations and Training team leads, this hands-on position will work with staff

to plan events, create travel calendar and schedules, execute plans, coordinate, and book staff travel,

prepare advance claims, assist with expense claims post travel, on board travel plans to staff and

troubleshoot when on travel duty. The Travel and Events Coordinator is exceptional at being organized

and can pivot quickly to reorganize travel when plans change due to cancellations, weather, and other

unforeseen circumstances. The Travel and Events Coordinator must know travel booking systems and

how to navigate getting people when they need to be on time, seamlessly and safe. Our Ideal candidate

demonstrates a passion for social impact and a commitment to making a positive difference in community

and must demonstrate personal values that align with the organization's mission.

Key Responsibilities:

  • Assist with planning meetings, events, training sessions and corporate travel.
  • Facilitate travel for multi-destination trips.
  • Determine the best flight options and facilitate the booking of flights.
  • Book community accommodation and/or hotel including hotel authorizations where necessary.
  • Book ground transportation.
  • Book community meeting space.
  • Create a master schedule spreadsheet with all relevant information (including project tracking
  • numbers).
  • Develop individual travel itineraries and review with each person prior to travel to help prepare
  • those with little travel experience by walking them through all aspects of the travel.
  • Follow all SmartICE travel policies.
  • Prepare travel advances and train staff on preparing travel advances and claims.
  • Work closely with the finance team to coordinate proper invoicing and budget tracking.
  • Follow up with service providers for receipts when necessary.
  • Review best practices after each event.
  • Be the first point of contact for travelers on travel days.
  • Be on standby occasionally to support travelers after hours and on weekends.
  • Organize monthly leadership meetings.

  • Create a database of all community-based accommodations and travel support service providers.
  • Organize annual work retreat.
  • Academic and Functional Requirements:

    • College graduation or equivalent experience in travel coordination, event planning or business.
    • Experience and proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Google Suite
    • (Google forms and sheets).
    • Strong analytical and organizational skills are required.
    • Ability to work evenings and weekends.
    • Assets:
    • 3 years' experience in travel coordination.
    • Knowledge and experience in travel booking systems.
    • Knowledge of Canada's northern geography.
    • Demonstrated experience in travel coordination, planning and procurement.
    • Demonstrated experience in group travel and event planning.

    Other Salient Skills:

    • Have the ability to work well with others and independently.
    • Demonstrated experience is managing multiple and changing priorities in a fast-paced, time
    • sensitive, dynamic environment.
    • Able to meet deadlines.
    • Problem-solving and decision-making abilities.
    • Excellent communication and presentation skills; both written and verbal.
    • Highly organized, can prioritize multiple tasks, and have a strong attention to detail.
    • Ability to adapt quickly and act responsively.
    • A desire and willingness to discover and learn new skills and technologies.

    Compensation Package:

    SmartICE offers a competitive compensation package including health, dental and long-term disability

    benefits, employer matched RRSP, cell phone allowance, vacation, and paid leave.

    Employment Type: Full Time

    Location: St. John's Office, Remote, Hybrid

    Start Date: June 2024

    Closing Date: Please email cover letter and resume via Isarta by May 6,24 by 5pm NST.

    SmartICE values inclusiveness and is an Equal Opportunity Employer. We encourage Indigenous

    beneficiaries to apply. We thank all applicants for their interest, however, only those selected for an interview will be contacted.

    Additional Information

    St. John's, NL, Canada

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