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) full time, 40 hours per week. 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.