Administrative Assistant - Signature Events

Van Andel Institute

10d•Onsite

About The Position

Van Andel Institute (VAI) has an opening for an Administrative Assistant. This individual will provide superior administrative support to VAI’s Director of Signature Events, the Signature Events team, and will be an integral member of the VAI Philanthropy Team. As the Administrative Assistant to the Director of Signature Events, you will support the multi-faceted functions of the entire Events team as well as provide superior customer service to internal and external partners. You will provide the highest level of executive administrative support by performing complex, varied, and confidential functions to ensure the efficiency and effectiveness of the day-to-day operation of the team. You must have the ability to manage multiple details, embody excellent written and oral communication skills and exemplify our culture of collaboration while being meticulously organized with strong planning foresight and skills.

Requirements

An associate degree is required, with a bachelor’s degree strongly preferred.
Excellent attention to detail – you consistently deliver high-quality work across many tasks and track multiple activities with minimal errors.
Excellent customer service.
People person – the whole of the philanthropy team works closely with many individuals, both internal and external to the organization. Strong people skills are an important value within the team.
Display a customer service mindset in working with members of the team, the institute, and philanthropic supporters.
Communicate efficiently both verbally and in writing.
Be able to work independently and as a team member with others within the Institute to complete administrative tasks in support of the philanthropy team.
Have strong organizational skills, attention to detail, and a sharp focus on efficient completion of tasks.
Be able to anticipate needs and suggest proactive measures to lessen the administrative burden on other members of the team.
Be able to effectively prioritize tasks to efficiently manage multiple projects and requests.
Ability to manage multiple details, embody excellent written and oral communication skills and exemplify our culture of collaboration while being meticulously organized with strong planning foresight and skills.
Ability to effectively and accurately communicate with both internal and external stakeholders honoring the role you play in communicating with these key relationships internal and external to the institute.
Ability to respect and maintain the strictest levels of confidentiality.

Responsibilities

Manage an extremely active calendar of appointments and shifting schedules to serve internal and external colleagues and collaborators and triage as appropriate. Schedule appointments for the Director of Signature Events and send detailed meeting requests to attendees. Schedule and coordinate committee meeting calendars.
Provide support for all VAI signature philanthropic events in coordination with all events team members.
Prepare monthly expense reports, track budgets, and coordinate expenses related to items associated with signature events and corporate giving.
Coordinate planning and execution of auctions for events including; procurement tracking in partnership with committees; managing descriptions, packaging, and display logistics; oversee auction platform setup and functionality; support checkout and fulfillment processes. the management of
Establish and maintain departmental filing and archiving systems including maintaining written policies and procedures.
Manage mail and email, prepare correspondence, coordinate multiple calendars, etc. Partner with the team on the cultivation and tracking of corporate fundraising efforts. These duties include exercising independent judgment and tact with respect to handling requests, resolving problems, and carrying out confidential matters.
Maintain appropriate levels of office supplies, equipment, work orders, etc.