Administrative Coordinator, Scientific Events

Van Andel Institute; Grand Rapids (MI); On-site; USD 42,000 - 60,000; Full time

Job summary

Van Andel Institute in Grand Rapids, Michigan, seeks an Administrative Assistant for Scientific Events to support the events team with registration, attendee communications, and materials. The role requires highly organized candidates who can manage multiple priorities in a fast-paced environment.

The ideal candidate will have administrative experience, strong communication skills and proficiency with Microsoft Office; Bachelor’s degree is preferred.

Qualifications

• Associate degree required; 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.

Responsibilities

• Provide administrative and project coordination support across VAI’s Scientific & Institutional Events portfolio.
• Coordinate speaker and attendee logistics, including travel and hotel arrangements.
• Process event-related invoices, reimbursements and vendor paperwork; track expenses.
• Maintain event timelines, task lists and documentation for multiple events.
• Provide on-site administrative and logistical support during events.

Skills

Administrative coordination

Organizational skills

Time management

Communication skills

Customer service

Microsoft Office

Education

Associate degree

Bachelor's degree preferred

Tools

Event registration systems

Job description

Van Andel Institute in Grand Rapids, Michigan, seeks an Administrative Assistant for Scientific Events to support the events team with registration, attendee communications, and materials. The role requires highly organized candidates who can manage multiple priorities in a fast-paced environment.

The ideal candidate will have administrative experience, strong communication skills and proficiency with Microsoft Office; Bachelor’s degree is preferred.