Administrative Assistant

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.

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.

The Administrative Assistant / Assistant Pilgrimage Coordinator plays an essential role in supporting the daily operations of 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.

• 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.

• 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…