Administrative Assistant

Job Description

Administrative Assistant & Assistant Pilgrimage Coordinator (Part-Time)

Location: Front Royal, Virginia (In Office)

Schedule: 20-25 hours per week, Monday-Friday (approximately 4-5 hours per day)

Compensation: Compensation is commensurate with experience and qualifications and is competitive with comparable administrative positions in Warren County, Virginia.

About Us

Inside the Vatican Pilgrimages creates exceptional Catholic pilgrimages throughout Europe and beyond, offering pilgrims opportunities for spiritual renewal, authentic encounters with the Universal Church, and unforgettable travel experiences.

This position also supports the work of Inside the Vatican magazine and Urbi et Orbi Communications through administrative assistance, database management, and office support.

Our work is mission-driven and centered on serving pilgrims, subscribers, donors, and friends of our apostolate with professionalism, integrity, and compassion. We welcome applicants who are enthusiastic about supporting an organization dedicated to providing exceptional service while advancing the mission of the Church.

Position Summary

The Administrative Assistant / Assistant Pilgrimage Coordinator plays an essential role in supporting the daily operations of both Inside the Vatican Pilgrimages and Inside the Vatican magazine. Responsibilities include administrative support, database management, document preparation, pilgrim and subscriber communications, and assisting with the organization of pilgrimages and other office activities.

This position requires exceptional organizational skills, attention to detail, excellent written and verbal communication, and the ability to manage multiple responsibilities while working both independently and collaboratively.

The ideal candidate is a self-starter who enjoys creating order, solving problems, improving processes, embracing new technology, and helping others.

Primary Responsibilities

* Provide administrative support for the daily operations of Inside the Vatican Pilgrimages and Inside the Vatican magazine.
* Answer incoming telephone calls and respond professionally to email inquiries.
* Assist prospective and registered pilgrims with questions before, during, and after their pilgrimage.
* Enter, update, verify, and maintain accurate information within pilgrim, subscriber, donor, and organizational databases, including maintaining records for Inside the Vatican magazine.
* Maintain accurate digital and paper filing systems.
* Prepare and edit correspondence, reports, forms, spreadsheets, and other administrative documents.
* Assist with pilgrimage registrations and participant records.
* Proofread documents for grammar, spelling, formatting, consistency, and accuracy.
* Use AI-assisted tools to draft, proofread, edit, summarize, and improve written communications and administrative documents while ensuring accuracy, professionalism, and consistency.
* Verify the accuracy of AI-generated content and ensure all final documents meet the organization's standards for quality and professionalism.
* Assist with organizing itineraries, travel information, and pilgrimage materials.
* Collaborate with the pilgrimage, magazine, marketing, and administrative teams.

Because we are a small, mission-driven organization, responsibilities may evolve over time. The successful candidate should enjoy learning new skills, adapting to changing priorities, and contributing wherever needed.

Qualifications

* Previous administrative or office experience preferred.
* Excellent written and verbal communication skills.
* Strong organizational skills with exceptional attention to detail.
* Ability to prioritize multiple projects while meeting deadlines.
* Strong computer skills and the ability to quickly learn new software and office systems.
* Proficiency in Microsoft Office (particularly Word and Excel).
* Experience with Google Workspace is preferred.
* Comfortable learning and using AI productivity tools to improve efficiency while exercising sound judgment to verify the accuracy and quality of all work.
* Strong proofreading and editing skills.
* Professional telephone etiquette and outstanding customer service skills.
* Ability to maintain confidentiality and exercise sound judgment.
* Ability to work independently with minimal supervision while contributing positively to a collaborative team environment.
* Demonstrated longevity in previous employment is preferred. Applicants should explain any short-term positions on their resume.

Who Will Thrive in This Role

We are looking for someone who:

* Takes initiative and is a self-starter.
* Thinks critically and enjoys solving problems.
* Is highly organized and dependable.
* Pays close attention to detail.
* Enjoys creating systems and improving efficiency.
* Learns quickly and embraces new technology.
* Is comfortable using AI as a productivity tool while recognizing that accuracy and final responsibility always rest with the individual.
* Communicates professionally with kindness, patience, and confidence.
* Possesses excellent follow-through and takes ownership of assigned responsibilities.
* Enjoys helping others and providing exceptional customer service.
* Is seeking a long-term position where they can grow professionally and contribute to the success of the organization.

What Success Looks Like

The successful candidate will be someone who:

* Anticipates needs and takes initiative without waiting to be asked.
* Produces accurate, well-organized work with exceptional attention to detail.
* Communicates professionally and courteously with pilgrims, subscribers, donors, vendors, clergy, and team members.
* Demonstrates sound judgment and can prioritize multiple responsibilities in a fast-paced environment.
* Is dependable, trustworthy, and follows through on commitments.
* Embraces new technology, including AI-assisted productivity tools, while carefully verifying the accuracy of all final work.
* Is committed to continuous learning and improving office systems and processes.
* Enjoys serving others and contributes positively to a collaborative, mission-driven workplace.

Opportunity for Growth

This position begins as a part-time role (20-25 hours per week) and offers the opportunity to grow into a full-time position for the right individual.

As responsibilities expand, the successful candidate will have opportunities to assume a greater role in pilgrimage coordination, communications, office administration, database management, and project management.

We are seeking an individual interested in building a long-term career with our organization. The ideal candidate is looking for stability, professional growth, and increasing responsibility over time.

How to Apply

Please email the following to Deborah Tomlinson at Dtomlinson@InsideTheVatican.com:

* Resume
* Cover letter answering the following questions:
1. Why are you interested in working for Inside the Vatican Pilgrimages and Inside the Vatican magazine?
2. Describe a situation where you successfully managed multiple competing priorities. What approach did you take?
3. What qualities do you possess that would make you successful in this position?
* Three professional references.

Hiring Process

Selected applicants will participate in a multi-step hiring process.

Phase 1 - Candidate Questionnaire

Applicants selected after the initial resume review will be asked to complete a questionnaire designed to help us better understand their work experience, communication style, organizational skills, problem-solving approach, work habits, and long-term career goals.

Phase 2 - Practical Skills Assessment

Applicants advancing to the second phase will complete a practical skills assessment evaluating organization, written communication, attention to detail, critical thinking, and the effective use of modern office technology, including AI-assisted productivity tools.

Phase 3 - Personal Interviews

Final candidates will participate in one or more in-person interviews before a hiring decision is made.

About the Employer

Since 2008, Inside the Vatican Pilgrimages has organized more than 100 Catholic pilgrimages to Rome and many of Christianity's most important shrines and sacred sites throughout Europe and beyond. We believe a true pilgrimage is more than travel-it is a journey of faith that deepens one's encounter with Christ and His Church. Working closely with our sister organization, Urbi et Orbi Communications, publisher of Inside the Vatican magazine, we strive to educate, inspire, and strengthen the faith of Catholics worldwide. We seek individuals who share our commitment to professionalism, integrity, compassion, and exceptional service while supporting our mission through pilgrimages, publishing, and outreach.