Adminstrative Assistant

Job Description

ProRome Tours is seeking a detail-oriented Administrative Assistant to support daily operations and provide exceptional service to our pilgrimage clients. This role is ideal for someone who thrives in a fast-paced environment and is passionate about serving the Catholic community. The position is in office (in Front Royal, Virginia) part time, 25 hours per week, with the possibility of an increase in hours based on performance. To apply, please send a resume and cover-letter to Joe Long at jlong@prorome.com before November 5, 2025.

Key Responsibilities

1) Client Relations - Serve as primary point of contact for client inquiries via phone and email, providing timely and professional responses
2) Billing & Invoicing - Process payments, generate invoices, track outstanding balances, and reconcile accounts
3) CRM Management - Maintain accurate client records, update contact information, and ensure data integrity across all systems
4) Phone Support - Answer incoming calls, direct inquiries to appropriate staff, and provide information about pilgrimage programs
5) Marketing Support - Prepare and distribute mailers, promotional materials, and digital communications to prospective pilgrims
6) Registration Processing - Manage pilgrim registrations, collect required documentation, and maintain organized participant files
7) Vendor Coordination - Communicate with hotels, airlines, and ground operators regarding bookings and logistics
8) Calendar Management - Schedule meetings, coordinate travel for staff, and maintain awareness of key program deadlines
9) Office Administration - Order supplies, organize files, and maintain efficient office operations
10) Document Preparation - Create proposals, itineraries, and other materials for clients and partners

Qualifications

- Strong organizational skills and attention to detail
- Excellent written and verbal communication
- Proficiency in Microsoft Office and CRM software
- Ability to multitask in a deadline-driven environment
- Knowledge of Catholic faith and pilgrimage tradition preferred

About the Employer

Founded in Rome in 2014, ProRome Tours is dedicated to the planning, marketing and operation of world-class Catholic pilgrimages across the globe.

Our experience spans hundreds of groups, including Archdiocesan and Diocesan pilgrimages with priests and bishops, parish and other Catholic organizations, and a large variety of educational experiences with Catholic high schools and grade schools across North America.