Administrative Assistant - Scientific Events

Van Andel Institute; United States; On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Benefits from Day One

Job summary

Van Andel Institute (VAI) in Grand Rapids, MI, seeks an Administrative Assistant - Scientific Events to support the Scientific & Institutional Events team. You will provide administrative and project coordination for VAI’s portfolio of scientific meetings and institutional programs, tracking deadlines and ensuring event details are accurate and on time.

Key duties include registrations, attendee communications, travel arrangements, vendor paperwork, invoicing support, room reservations and

Qualifications

• Associate degree required; Bachelor’s preferred.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency with Microsoft Office and event systems.
• Ability to handle confidential information.

Responsibilities

• Provide administrative and project coordination across VAI’s Scientific & Institutional Events portfolio.
• Coordinate registrations and attendee communications.
• Handle travel arrangements and hotel accommodations.
• Process invoices, reimbursements and vendor paperwork.
• Coordinate room reservations and on-site event support.
• Maintain event timelines and tracking across multiple events.

Education

Associate degree

Bachelor’s degree

Tools

Microsoft Office

Event registration systems

Job description

Van Andel Institute (VAI), a world-class biomedical research institute, located in Grand Rapids, Michigan, is dedicated to improving human health. We are pioneers in the fight against cancer, Parkinson's, and other diseases. We are committed to inspiring the next generation of scientists and educators.

Van Andel Institute (VAI) has an opening for an Administrative Assistant - Scientific Events to support the Scientific & Institutional Events team. This individual will provide administrative and project coordination support for VAI’s portfolio of scientific meetings, institutional programs and other assigned events. The Administrative Assistant will manage multiple concurrent priorities, track deadlines, coordinate event processes, communicate with internal and external partners, and ensure event details are completed accurately and on time. This position requires someone who is highly organized, detail-oriented and comfortable working in a fast-paced environment with shifting priorities. The successful candidate will be able to independently manage assigned responsibilities, anticipate needs, communicate effectively and proactively follow projects through completion.

Some of the high-level responsibilities you can expect to fulfill include:

Event Administration:

Provide administrative and project coordination support across VAI’s Scientific & Institutional Events portfolio, including registration, attendee communications, event materials, name badges, signage, surveys and forms, speaker information and other event documentation.

Speaker and Attendee Logistics:

Assist with speaker and attendee logistics, including travel coordination, hotel accommodations, itineraries, reimbursements, confirmations and the collection and tracking of required information.

Vendor and Finance Coordination:

Process event-related invoices, reimbursements, purchase requests, expense documentation and vendor paperwork. Assist with tracking event expenses and maintaining accurate financial records.

Meeting and Space Coordination:

Coordinate room reservations, calendar holds, meeting logistics, catering requests and other internal scheduling and space needs associated with events and programs.

Project Tracking:

Maintain event timelines, task lists, deadlines and status information across multiple simultaneous events and projects. Proactively follow up on outstanding items to ensure administrative and logistical deadlines are met.

Event Systems and Records:

Establish and maintain organized event files, registration information, planning documents, historical records, templates, written procedures and other shared resources that support consistent and efficient event execution.

Event Inventory and Supplies:

Maintain and organize event supplies, materials, signage and equipment; monitor inventory levels and coordinate replenishment as needed.

On-Site Event Support:

Provide administrative and logistical support during events, including registration and check-in, event materials, room readiness, speaker support and other on-site needs.

Institutional Programs:

Provide administrative coordination for recurring institutional programs and activities assigned to the team, including Research in Progress (RIP), Friday Social/Shout-out Social and other institutional events as applicable.

Internal and External Coordination:

Communicate effectively and professionally with VAI faculty and staff, invited speakers, attendees, vendors, collaborators and other internal and external partners. Coordinate information and follow up as needed to keep projects moving forward.

Confidentiality:

Handle confidential or sensitive information appropriately and maintain the highest level of discretion.

This job might be for you if you:

• Have strong organizational skills, exceptional attention to detail and the ability to keep multiple projects moving simultaneously.
• Are comfortable working in a fast-paced environment where priorities and event needs may shift.
• Can work independently while also collaborating effectively as part of a team.
• Take ownership of assigned responsibilities and follow tasks and projects through completion.
• Are proactive and able to anticipate administrative and logistical needs before they become urgent.
• Communicate clearly and professionally, both verbally and in writing, with a wide variety of internal and external audiences.
• Have a strong customer-service mindset and enjoy helping create a positive experience for event attendees, speakers and partners.
• Are comfortable working with event registration systems, shared documents, spreadsheets, calendars and other administrative tools.
• Can occasionally adjust your schedule to provide support for events occurring outside standard business hours.

You should possess the following skills, characteristics and traits:

• Associate degree required, with Bachelor’s degree preferred.
• Previous administrative, project coordination, event, hospitality or related experience preferred.
• Excellent organizational and time-management skills.
• Excellent attention to detail and ability to maintain accuracy while managing multiple activities.
• Strong written and verbal communication skills.
• Excellent customer service and interpersonal skills.
• Proficiency with Microsoft Office applications and ability to learn event registration, financial and other internal systems.

Expectations:

• 1 month: Develop familiarity with the Scientific & Institutional Events portfolio, team processes and systems; begin supporting event administration, meeting logistics, calendars, registration and event documentation.
• 3 months: Independently manage assigned recurring administrative processes, including event registration support, travel and hotel coordination, reimbursements, invoices, room reservations, event materials and project tracking.
• 6 months: Demonstrate independent ownership of assigned administrative and project coordination responsibilities; proactively track deadlines and outstanding items; effectively communicate with internal and external partners; and provide consistent support across multiple simultaneous events and institutional programs.

COMPENSATION AND BENEFITS

All full-time employees of Van Andel Institute are eligible for benefits, effective Day One. Compensation for this role will be based on experience, skills and the Institute’s established compensation structure.

ABOUT VAN ANDEL INSTITUTE

Van Andel Institute (VAI) is committed to improving the health and enhancing the lives of current and future generations through cutting-edge biomedical research and innovative educational offerings. Established in Grand Rapids, Michigan, in 1996 by the Van Andel family, VAI is now home to more than 650 scientists, educators and support staff, who work with a growing number of national and international collaborators to foster discovery. The Institute’s scientists study the origins of cancer, Parkinson’s and other diseases and translate their findings into breakthrough prevention and treatment strategies. Our educators develop inquiry-based approaches for K-12 education to help students and teachers prepare the next generation of problem-solvers, while our Graduate School offers a rigorous, research-intensive Ph.D. program in molecular and cellular biology. Learn more at vai.org.

Van Andel Institute is an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which different perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Equal Opportunity employer. As Van Andel Institute is a drug free employer, all prospective new employees undergo a urinalysis/drug test as part of our pre-employment process. This is a 7-panel drug screen and it includes testing for Marijuana, Cocaine, Amphetamines, Opiates, PCP, Barbiturates, and Benzodiazepines.

About Grand Rapids, MI

Van Andel Institute is in downtown Grand Rapids, Michigan in the center of the Medical Mile. A remarkable combination of a cosmopolitan atmosphere and small-town warmth, Grand Rapids is known for its philanthropic and sustainability-driven community. It’s fun affordable and family-friendly. Located on the banks of the Grand River, Grand Rapids offers all the big-city excitement you'd expect from a million-resident metropolis, featuring hundreds of restaurants and nightspots, theaters, museums, sports and concerts. The safe and clean downtown is surrounded by an eclectic mix of walkable neighborhoods and natural areas. The downtown area is safe and clean with an eclectic mix of walkable neighborhoods and natural areas.

Your Life’s Work. Here. Now.

Van Andel Institute is home to hundreds of dedicated scientists, educators and support staff who are focused on one, unifying mission: to improve the health and enhance the lives of current and future generations. With employees from nearly 30 countries, there are plenty of opportunities to meet people from various cultural, educational and employment backgrounds. VAI fosters a diverse and collaborative environment. Ample natural light and open spaces foster dialogue and innovation.

We have you Covered. At Van Andel Institute, our employees are most valuable when not worrying about health and financial support throughout all facets of their life. Because of that, benefits are an important part of everyone’s well-being, as well as supporting diverse and changing lives outside of work.

Accessibility and Reasonable Accommodations Van Andel Institute is committed to making our website's content accessible and user friendly to everyone. If you are interested in applying for employment with Van Andel Institute and need special assistance or an accommodation to complete our application process, are having difficulty viewing or navigating the content on this website, or notice any content, feature, or functionality that you believe is not fully accessible to people with disabilities, please call the Human Resources Department at 616-234-5100 or email at [e-mail].

Equal Employment Opportunity (EEO) Van Andel Institute is an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which different perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Equal Opportunity employer.