Adminstrative Assistant

Pro Rome 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.

• 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

• - 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