Executive Assistant

Job Description

Chesterton Academy of St. Scholastica
Executive Assistant position

Terms: Full Time Employee
Experience: 2+ Years preferred
Education: Undergraduate Degree
Base Pay: Salary

Job Description:
Chesterton Academy of Saint Scholastica (CASS) in Fort Wayne, Indiana is a pro-life, pro-family classical high school, educating students in the Catholic tradition. CASS will launch its third academic year in August of 2026 and seeks a highly motivated individual who can joyfully and energetically take on the varied administrative duties of a new school.

This position averages approximately 35 hours per week and follows a typical schedule of 9:15 a.m. to 4:00 p.m., Monday through Friday, at the school, with an average of two evening events per month. The role includes approximately six to seven weeks without regular duties during the summer. There will also be occasional opportunities to serve as a substitute teacher as needed.

This position reports to both the Head of School and the Executive Director and meets weekly with each. Below are the main responsibilities not excluding jobs that may come up.

These responsibilities outlined below are not exhaustive. As a key member of a growing school community, the Executive Assistant is expected to demonstrate flexibility, initiative, and a willingness to assume additional duties to support the mission, leadership, and day-to-day operations of Chesterton Academy of Saint Scholastica.

Daily Office Administration
Manage day-to-day office operations including:
• Student attendance (online and contacting families when students are absent)
• Maintain and resolve errors in our online Student Information System (database, attendance, schedules, courses, report cards, transcripts)
• Read all emails and notifications from the State of Indiana regarding Accreditation, Choice voucher program, and any other State programs benefiting non-public schools. Present these updates to Head of School at weekly meetings (and complete tasks as needed)
• Maintain online accounts with the State DOE systems concerning Data Exchange and the Choice voucher system
• Manage school files, physical and digital
• Nursing and sick-bay/ administering meds and recording health events
• Safety, including emergency drills and procedures
• Safe Environment coordination and record keeping for faculty and volunteers
• Maintain office supplies, janitorial supplies, and curriculum inventories
• Maintain a beautiful, liturgically decorated and aesthetically pleasing indoor school environment
• Primary contact for parent communication
• Send out weekly parent newsletter - assist the Head of School in drafting newsletter
• Maintain website calendar and events
• Serve as a liaison between CASS and St. Vincent de Paul parish for scheduling
• Event planning assistance and logistics for various school activities including: Field trips, Avilassati Days, JPII Service Days, Mass of the Holy Spirit, Fine Arts Performances, Retreats, Guest speakers, priest visits, Testing, Parent-Teacher Conferences, Coordinate and track the sending of thank you notes to external members helping with these school activities

Marketing and Student Recruitment Support:
• Take pictures weekly
• Create graphics and flyers in Canva
• Make regular social media posts
• Send monthly email newsletter
• Manage JupiterEd application and enrollment system
• Coordinate placement testing and family interviews
• Event planning assistance and logistics for community and recruitment events including: Cultura Vitae lectures, Open Houses, Student Shadow Days, and Family tours

Fundraising Support:
• Process donations and mail thank-you notes
• Event planning assistance and logistics for fundraising events including: Donor walk-throughs, Giving Day, and Annual Gala

Requirements:
• Must be practicing Roman Catholic who is eager to take the Oath of Fidelity to the Magisterium of the Catholic Church
• Bachelor's Degree (Required)
• Exemplary verbal and written communication skills
• Resilient, excellent initiative, and adaptable with strong time management and organizational skills
• High productivity individual who can quickly learn new processes and duties
• Proactive and organized with own system of task management when multiple items require attention
• Committed to the mission of Chesterton Schools Network and the teachings of the Catholic Church
• Demonstrated flexibility and willingness to take initiative in assuming responsibilities beyond those explicitly defined

About:
Chesterton Schools Network
Founded in 2008 as a result of a grass-roots movement of parents, Chesterton Academy offers a rigorous, integrated high school curriculum centered on the Incarnation of Jesus Christ. Focusing on the classics, the school develops complete thinkers who learn to draw on faith and reason for the purpose of building a culture of life. chestertonschoolsnetwork.org

Chesterton Academy of Saint Scholastica (CASS)
We have a passionate desire to provide a joyful, integrated classical curriculum for the formation of a new generation of thinkers and leaders for the Church and our society. Our goal is to provide not only an excellent education, but also to develop joyful Catholic disciples through sacramental life, prayer, and human & spiritual formation. www.chestertonfw.org

How to apply
Candidates may familiarize themselves with the Chesterton Schools Network and the Chesterton Academy of Saint Scholastica via the links above. If interested in applying for this position, please forward a cover letter, resume, and the names and contact information of three professional references to info@chestertonfw.org. Please indicate if you are interested in an adjunct teaching role in addition to the Office Coordinator job and which subject areas you feel prepared or qualified to teach.

About the Employer

Chesterton Academy of St. Scholastica is a classical high school in the Catholic tradition. Our mission is to raise a new generation of joyful leaders and saints, educated in the classical tradition and the truths of the Catholic faith.