Project Coordinator Executive Assistant Jobs in Indiana

Apogee Consulting was founded in 1999 with a core belief in meeting the practical needs of our clients. Born as an electrical design firm, we have evolved into a full-service Architecture and Engineering firm specializing in healthcare design. We are passionate about fostering a truly collaborative design process where architects, engineers, and other disciplines seamlessly work together towards shared goals. Our flat organizational structure encourages individual growth, creativity, and a sense of ownership in every project. With a presence across 44 states, we offer exciting opportunities to work on diverse and impactful projects that shape the future of healthcare. 

The Executive Assistant is a trusted partner to the Executive Team, providing strategic administrative and operational support that enables leaders to focus on key priorities and organizational growth. This role requires exceptional judgment, discretion, professionalism, and the ability to anticipate needs in a fast-paced environment.

The ideal candidate is highly organized, proactive, and resourceful, with strong communication, critical-thinking, and relationship-building skills. As an extension of the Executive Team, they drive alignment, foster collaboration, and ensure the seamless execution of priorities and initiatives.

Committed to excellence and continuous improvement, the Executive Assistant brings a service-oriented mindset, adaptability, and a collaborative approach to problem-solving, helping advance Apogee’s strategic objectives while supporting a culture of growth, innovation, and impact.

Key Duties and Responsibilities

• Manage and maintain the Executive’s calendar, coordinating internal and external meetings.
• Identify and implement opportunities to automate and streamline executive and company-wide workflows using AI and agentic AI tools.
• Organize logistics for leadership meetings, including agenda preparation, meeting notes, and follow-ups.
• Maintain Executive correspondence, opening, sorting, filing, and distributing mail and email appropriately.
• Prepare reports, presentations, and documentation as requested.
• Process and track expense reports and liaise with accounting on behalf of the Executives.
• Handle confidential materials and information with professionalism and discretion.
• Assist in planning and executing internal events, trainings, and celebrations.
• Support special initiatives and projects as assigned, with a focus on improving efficiency and communication.
• Assist the Executives in the completion of reports, correspondence, documentation, and expense reports. Track and provide statistical data as needed by the Executive.

Qualifications

Educational Requirements: Bachelor’s Degree in business, project management, or related subject area is preferred

 Experience: 3 or more years of experience in A/E contracting, design, and construction.

 Software Skills and Knowledge: Computer Skills: BQE Core, Microsoft Office Suite, AI software 

 Travel: Available to travel up to 10-15% of the time

Work Environment: This position will be in an open office work environment.

 Apogee Consulting Group's greatest asset is its staff. In addition to a safe and cheerful workplace, we offer generous benefits to all employees. 

• Generous salary 

• Up to five weeks of vacation (depending on experience)  

• Medical, dental, and vision insurance with company assistance 

• Free Short and long-term disability insurance, Life Insurance 

• HSA & FSA Options 

• Employee Assistance Program 

• Company-matched 401(k) 

• 8 paid holidays with 1 Birthday floating holiday to use at your discretion 

• Professional license bonuses 

• Continued educational reimbursement with manager pre-approval 

Apogee does not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or other non-merit factors.
As federal contractors, U.S. citizenship is required, and background checks will be performed.

PLEASE READ ABOUT THIRD-PARTY RECRUITMENT AND EMPLOYMENT AGENCIES
Recruitment firms and recruiters cannot send unsolicited resumes to Apogee Consulting Group. Apogee will not pay referral compensation or recruiter fees without a signed Agreement. If a recruiter or agency sends a resume or applicant without a formal agreement, Apogee has the right to pursue and hire the candidate(s) without financial commitment. Apogee Consulting Group owns unsolicited resumes, including those submitted to employees.