Pilgrimage Coordinator Administrative Assistant

Inside the Vatican Pilgrimages

Front Royal, VA

Send applications or inquiries to: dtomlinson@insidethevatican.com

Job Description

This position is in-office only. So, not a remote position. Salary will be determined by experience, range $17-$20. This position can lead to a full time position.

Inside the Vatican Pilgrimages is seeking a Pilgrimage Coordinator/Administrative Assistant to join our Pilgrimage Team. This is a part-time position with the potential to become full-time. This position supports the ongoing work of organizing and developing our unique pilgrimages.

Responsibilities

The Pilgrimage Coordinator will work independently and collaboratively with the Pilgrimage Team to:

• Update and maintain all pilgrimage information through in-office filing systems and across digital platforms.

• Research and develop new pilgrimages, including researching itineraries, making contacts on the ground, evaluating pricing, and producing necessary files and documents.

• Manage inquiries from prospective pilgrims with prompt and professional correspondence.

• Oversee bookings for registered pilgrims, ensuring consistent service aligned with Inside the Vatican Pilgrimages' mission and principles.

• Handle logistics by confirming itineraries and schedules, booking reservations and contracts for meals, tours, accommodations, and other necessary arrangements.

• Maintain and update Inside the Vatican Pilgrimages' website, ensuring accurate and current pilgrimage information.

• Manage the online booking portal for pilgrimage registrations.

• Record and file all relevant pilgrim and pilgrimage data in accordance with the office filing system and work processes.

• Work with the marketing team to enhance our online presence, reach new pilgrims, and maintain relationships with past pilgrims.

• Collaborate with other branches of the company, including Inside the Vatican magazine and Urbi et Orbi Communications.

Skills & Qualifications

• Strong knowledge of office management systems and procedures.

• Ability to follow and refine established work processes.

• Proficiency in MS Office (particularly Excel and PowerPoint), Google Drive, and Dropbox.

• Excellent time management skills with the ability to prioritize tasks effectively.

• Attention to detail and strong problem-solving abilities.

• Exceptional written and verbal communication skills (editing experience is a plus).

• Strong organizational skills with the ability to multitask efficiently.

• Ability to work collaboratively on team projects as well as independently drive projects forward.

• High school diploma required; additional qualifications as an administrative assistant, secretary, or equivalent work experience in administration are preferred.

About the Employer

Since we began Inside the Vatican pilgrimages in 2008, we have hosted more than 60 unique spiritual journeys to Rome, "the Heart of the Church," and to some of the most important shrines and religious sites in the Christian world - Italy, Germany, England, Ireland, Russia, Turkey and the United States.

We organized our first pilgrimage to Rome because we realized there was a real need for people to experience a true pilgrimage - a journey of the mind, heart and spirit - not just a tourist trip to interesting places. We organize each detail from beginning to end. We work closely with our sister organization, Urbi et Orbi Communications, the non-profit that publishes Inside the Vatican magazine.