Project Administrator at Visante Consulting LLC – St. Paul, Minnesota

ABOUT VISANTE

We are relentless in solving the most complex challenges in health system pharmacy—designing pharmacy footprints that meet our clients where they are today and position them to win tomorrow. Our work delivers measurable financial gains, operational excellence, and an elevated patient experience.

We set ambitious goals, move with urgency, and create extraordinary value. Obsessed with client impact, we thrive in a collaborative, innovative culture where deep expertise turns insight into action. We’re proud of the results we deliver and the trust we earn—fueling sustained growth and exceptional client satisfaction.

Our mission is to transform healthcare through pharmacy, and our vision is to reimagine pharmacy to improve lives.

ABOUT THE POSITION (Remote)

The Practice Administrator plays a vital role within Visante’s Project Management Office (PMO), supporting both client-facing consulting projects and internal initiatives. This position is responsible for ensuring seamless project execution through effective management of administrative tasks, maintenance of project tracking systems, and coordination of team activities. The ideal candidate is highly organized, technologically proficient, and excels in a dynamic, collaborative, remote-first work environment.

Job Responsibilities

• Partner with Project Managers to support day-to-day execution across multiple active client engagements, ensuring tasks, timelines, and dependencies remain visible and aligned.
• Draft and refine client communications under Project Manager guidance, including kickoff materials, meeting confirmations, data requests, and routine project updates. Support development, quality assurance, and formatting of client-facing materials such as presentations, trackers, and summary documents, ensuring clarity, consistency, and professional polish.
• Coordinate internal and client-facing meetings, including scheduling, agenda preparation, and distribution of pre-read materials.
• Attend project meetings to capture clear, high-quality notes documenting decisions, risks, dependencies, and action items. Distribute meeting summaries promptly and track completion of follow-up actions, reinforcing accountability and project momentum.
• Maintain core project artifacts including action logs, issue and risk trackers, timelines, and decision records to support execution discipline and continuity.
• Maintain version control and logical organization of client and project materials across collaboration platforms (e.g., Microsoft Teams, SharePoint, Monday.com).
• Proactively monitor upcoming milestones, deliverables, and dependencies; flag risks, gaps, or required follow-ups to the Project Manager.
• Support implementation and continuous improvement of standardized project management workflows, templates, and tools across engagements.
• Support structured intake, organization, and validation of data received from clients; escalate questions, inconsistencies, or gaps to the Project Manager.
• Assist with preparation of project status reporting, dashboards, and internal updates, while actively developing project management skills through exposure to planning, client communication, and delivery workflows

Education

Required: None

Preferred: Bachelor’s degree

Experience

Required: 1+ year of experience in project coordination, project support, consulting operations, or a similar role involving deadlines, deliverables, and multi-stakeholder coordination

Preferred: Experience supporting consulting, healthcare, or professional services projects. Exposure to project planning, meeting facilitation, client communication, or status reporting.

Skills and Abilities

• Experience with project management practices or tools (e.g. Gantt charts, resource tracker).
• Experience with cloud-based collaboration platforms (e.g. Share point, OneDrive).
• Exceptionally organized, detail-oriented, and self-motivated, with the ability to manage tasks independently and within a collaborative, fully remote team.
• Strong communication and interpersonal skills, with a professional presence and the ability to engage effectively with senior leaders and clients.
• Demonstrates initiative, sound judgment, and discretion in handling confidential information, with a proactive approach to problem-solving.
• Strong meeting facilitation, documentation, and follow-through skills, with demonstrated ability to track and close action items.
• Ability to manage multiple workstreams concurrently while maintaining attention to detail and execution discipline.
• Comfort escalating risks, questions, or ambiguities early and constructively.
• Interest in growing into a Project Manager role within a consulting or professional services environment.

Compensation and Benefits: We offer competitive salary and benefits for this full-time salaried role.

Equal Opportunity Statement: Visante is an equal opportunity employer. Visante’s people are its greatest asset and provide the resources that have made the company what it is today. Visante is, therefore, committed to maintaining an environment free of discrimination, harassment, and violence. This means there can be no deference because of age, religion or creed, gender, gender identity or expression, race, color, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by applicable laws and regulations