Pilgrimage Coordinator Administrative Assistant

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:

• 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.

• 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.

• 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.