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.
