Scientific Events Administrative Coordinator

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) 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.