Associate Director, Signature Events (Philanthropy)

Van Andel Institute

8d•Onsite

About The Position

Van Andel Institute (VAI), a biomedical research institute in Grand Rapids, Michigan, is hiring a full-time Associate Director of Signature Events for its Philanthropy Department. The role partners with the Director of Signature Events to plan and execute fundraising events, leads day-to-day event operations and assigned signature events, and coordinates operational work across the Signature Events team without direct supervisory responsibility. The Associate Director works with philanthropy colleagues, internal departments, executive leadership, sponsors, and volunteer committees to advance fundraising goals and create strong donor experiences. The role oversees event production, vendors, budgets, guest experience, and post-event evaluation, while helping improve processes, documentation, and reporting.

Requirements

Bachelor’s degree or equivalent experience.
At least seven years of related experience in fundraising events, event management, philanthropy, community engagement, or a related field.
Demonstrated experience planning and executing complex events, managing budgets and vendors, and coordinating multiple projects and stakeholders.
Excellent interpersonal, relationship-building, negotiation, and communication skills.
Strong organizational skills and attention to detail, with the ability to set priorities, solve problems, and exercise sound judgment in a fast-paced environment.
Ability to collaborate with colleagues at all levels and build effective relationships with donors, sponsors, community leaders, and volunteers.
Proficiency with Microsoft Office.
Ability to work a flexible schedule, including evenings and weekends as required for events.

Nice To Haves

Experience with donor databases, event registration platforms, and project management tools.

Responsibilities

Partner with the Director to develop annual event plans and contribute to long-term strategies for engagement, partnerships, and fundraising through signature events.
Lead planning, organization, and execution of assigned signature events and provide operational support and project coordination across the event portfolio.
Develop and maintain event plans, timelines, production schedules, run-of-show documents, and other planning materials; help identify deadlines, dependencies, and decisions requiring attention.
Direct event logistics, including venues, catering, staging, production, registration, seating, auctions, check-in, and guest experience.
Coordinate event rehearsals, walkthroughs, and event-day staffing, and resolve operational issues during planning and execution.
Serve as a primary operational liaison with Facilities, Security, Finance, Marketing, other internal teams, event vendors, and production partners.
Obtain and review vendor proposals, manage contracts and deliverables, and monitor vendor performance in accordance with Institute practices.
Develop and monitor budgets for assigned events, track expenses, review financial results, and identify opportunities to use resources effectively.
Partner with the Director and philanthropy colleagues on sponsor cultivation, solicitation, tracking, fulfillment, recognition, and stewardship.
Build and maintain relationships with sponsors, donors, community partners, and volunteers; support volunteer committee meetings and follow-up for assigned events.
Oversee event registration and guest management processes and ensure accurate entry of sponsor, donor, attendee, revenue, and expense information in applicable systems.
Prepare event status updates and reports for the Director, including progress toward fundraising goals, budget performance, and matters requiring a decision.
Lead post-event debriefs for assigned events and coordinate follow-up with internal teams, vendors, and Finance to review results.
Maintain event documentation and historical records, including budgets, timelines, guest information, sponsor commitments, and lessons learned.
Recommend and implement improvements to event workflows, systems, and guest and sponsor experiences.
Continue developing professional knowledge and skills relevant to fundraising, event management, and donor engagement.
Perform other duties as assigned.