Administrative Assistant - Scientific Events

Van Andel Institute

4d•Onsite

About The Position

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.

Requirements

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.
Can occasionally adjust your schedule to provide support for events occurring outside standard business hours.

Nice To Haves

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.

Responsibilities

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.
Assist with speaker and attendee logistics, including travel coordination, hotel accommodations, itineraries, reimbursements, confirmations and the collection and tracking of required information.
Process event-related invoices, reimbursements, purchase requests, expense documentation and vendor paperwork. Assist with tracking event expenses and maintaining accurate financial records.
Coordinate room reservations, calendar holds, meeting logistics, catering requests and other internal scheduling and space needs associated with events and programs.
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.
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.
Maintain and organize event supplies, materials, signage and equipment; monitor inventory levels and coordinate replenishment as needed.
Provide administrative and logistical support during events, including registration and check-in, event materials, room readiness, speaker support and other on-site needs.
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.
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.
Handle confidential or sensitive information appropriately and maintain the highest level of discretion.