Project Administrator

Visante Consulting•St. Paul, MN

14h•Remote

About The Position

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.

Requirements

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

Nice To Haves

Bachelor’s degree
Experience supporting consulting, healthcare, or professional services projects.
Exposure to project planning, meeting facilitation, client communication, or status reporting.
Interest in growing into a Project Manager role within a consulting or professional services environment.

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.