Administrative Assistant - Scientific Events

vai; United States; On-site; USD 40,000 - 56,000; Full time

Job summary

Van Andel Institute (VAI) in Grand Rapids, Michigan, is seeking an Administrative Assistant for Scientific Events to support the Scientific & Institutional Events team. The role handles administrative and project coordination across a portfolio of scientific meetings and programs.

You will manage registrations, attendee communications, travel logistics, and on-site support, ensuring events run smoothly and on time.

Qualifications

• Associate degree required; Bachelor's degree preferred.
• Previous administrative, project coordination, event, hospitality or related experience preferred.
• Excellent organizational skills and strong attention to detail.
• Ability to work in a fast-paced environment and manage multiple priorities.

Responsibilities

• Event Administration: provide admin and project coordination across VAI's Scientific & Institutional Events portfolio (registration, attendee communications, materials, signage, surveys, speaker information).
• Speaker and Attendee Logistics: manage travel, hotel, itineraries, reimbursements and information collection.
• Vendor and Finance Coordination: process invoices, reimbursements, purchase requests, and track expenses.
• Meeting and Space Coordination: coordinate room reservations, catering, and internal scheduling.
• Project Tracking: maintain timelines, tasks, and status across events; follow up on items.
• Event Systems and Records: maintain organized event files and templates.

Skills

Organizational skills

Attention to detail

Communication

Customer service mindset

Event registration systems

Calendar management

Spreadsheet proficiency

Team collaboration

Schedule flexibility

Education

Associate degree

Bachelor's degree preferred

Tools

Event management software

Microsoft Office

Excel

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 organizationa