Pilgrimage Operations Coordinator

Job Description

Do you love organizing travel, building detailed itineraries, and making sure every part of a trip runs smoothly? If you're the "planner" in your friend group and the thought of coordinating travel logistics excites you, this role may be a perfect fit.

St. Charles Pilgrimages LLC is seeking a highly organized, mission-driven Pilgrimage Operations Coordinator to manage the reservation processes and logistics that bring our pilgrimages to life. This position ensures that every pilgrimage is executed with excellence, allowing pilgrims to focus on prayer, community, and encounter-while you handle the behind-the-scenes details that make it all possible.

Your Role at St. Charles Pilgrimages

As a Pilgrimage Operations Coordinator, you will:
- Oversee and manage all pilgrimage reservations, including accommodations, airfare, ground transportation, guided tours, entrance tickets, included meals, liturgies, and more.
- Maintain accurate records and documentation within our CRM system and cloud-based file storage.
- Coordinate, schedule, and execute timely vendor payments for all reservations.
- Serve as a primary liaison with local vendors, guides, drivers, hotels, and international partners to ensure smooth operations.
- Accompany pilgrimage groups internationally as assigned, typically 2-3 trips per year, each lasting approximately 10-12 days.
- Maintain strong, professional communication with group leaders, providing logistical support via email, phone calls, and virtual meetings.
- Assist in refining and improving operational systems, workflows, and efficiency across the department.
- Participate in a weekly one-on-one meeting with the Director of Operations to review goals, progress, and upcoming priorities.

What We're Looking For

- A practicing Catholic with a mature spiritual life and a desire to serve the Church.
- Strong ability to work independently while maintaining clear communication and accountability to the Director of Operations.
- Excellent organizational skills, attention to detail, and the ability to manage multiple projects and deadlines at once.
- Experience with reservations, bookings, or travel logistics.
- Flexibility, adaptability, and the ability to perform well in a fast-paced, ever-changing environment.
- Professional written and verbal communication skills, especially in vendor and partner relationships.
- Extensive personal or professional travel experience, ideally international.
- Ability to work effectively under pressure, especially when handling deadlines, details, and financial tasks.
- A proactive, problem-solving mindset with the ability to troubleshoot logistical challenges quickly and calmly.

Bonus Qualifications

- Direct experience in group travel or the pilgrimage/travel industry.
- Previous work as a pilgrimage guide or tour director.
- Extensive personal travel experience, especially internationally.
- Familiarity with digital platforms such as Google Workspace, Monday.com, and eCatholic.

What We Offer

- Competitive compensation, based on experience.
- Unlimited PTO to support a healthy work-life balance.
- Fully remote work environment
- Flexible hours, allowing you to structure your workday around your schedule.
- Opportunities to travel the world on group pilgrimages at the company's expense.
- The chance to work in a faith-filled atmosphere where your efforts directly contribute to evangelization and discipleship.

To Apply

Please submit a cover letter, resume, and three professional references to cegner@stcharlespilgrimages.com. Applications will be reviewed on a rolling basis until the position is filled.

About the Employer

St. Charles Pilgrimages LLC is a lay pilgrimage apostolate committed to creating deeply Catholic, spiritually rich group pilgrimages for parishes and Catholic organizations. Our mission is to draw souls closer to Christ through sacred encounters, thoughtful catechesis, and transformative experiences in the heart of the Church's tradition.

Our six core values guide everything we do:
1. Authentically Catholic
2. Pilgrimage Over Tourism
3. Excellence in Service
4. Community & Fellowship
5. Meticulously Organized
6. Expert Catechesis & Evangelization

Check us out at www.stcharlespilgrimages.com.