Philanthropy Signature Events Project Coordinator

Van Andel Institute

7d•Onsite

About The Position

Van Andel Institute is seeking an organized, collaborative, detail-oriented professional to support the successful execution of premier fundraising events and strategic departmental initiatives. The role manages project timelines, maintains centralized operational documentation, and helps ensure the accuracy and timely delivery of physical and digital event assets. The coordinator works closely with internal teams, vendors, donors, and volunteers to support efficient operations, well-executed events, and exceptional stakeholder experiences. The position coordinates workflows for fundraising events and strategic initiatives; supports event-related communications and marketing materials; maintains operational procedures, vendor information, project files, and event requirements; and provides logistical and event-planning support to the Signature Events team. It also assists with tracking and reporting event budgets and post-event analysis. This is an on-site position in downtown Grand Rapids, Michigan, with standard business hours Monday through Friday, 8:00 a.m. to 5:00 p.m. Attendance is required at seven Signature Events held on weekdays throughout the year. Salary is based on experience and skills. The posting does not provide a specific salary range.

Requirements

Strong organization and attention to detail, with the ability to manage multiple priorities, projects, and deadlines.
Excellent written, verbal, and interpersonal communication skills and a collaborative, stakeholder-focused approach.
Experience coordinating projects, events, or cross-functional initiatives in a fast-paced environment.
Proficiency with project management software and Microsoft Office software.
Working knowledge of Adobe Creative Suite and ability to make basic updates to marketing materials.
Experience maintaining accurate documentation, records, and processes, with a commitment to continuous improvement.
Software proficiency in Canva, Adobe Creative Suite, Raiser's Edge or transferable CRM skills, and Microsoft Office Suite (Word, Excel, and Outlook).
Bachelor’s degree, most applicable in Marketing, Communications, Hospitality and Events Management, or Non-profit Management, or an equivalent combination of education and relevant experience.
Ability to work on-site in downtown Grand Rapids during traditional business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m., and attend required weekday events.
Successful applicants undergo a seven-panel urinalysis/drug test as part of pre-employment screening.

Nice To Haves

Experience with Asana.

Responsibilities

Develop, coordinate, and monitor timelines, tasks, and deliverables for fundraising events, strategic initiatives, and the annual Signature Events calendar.
Communicate project progress, upcoming deadlines, and potential challenges to the team.
Use project management software to create and manage projects, tasks, and deadlines.
Train and support team members in consistent use of project management tools and workflow optimization.
Partner with internal and external marketing and communications teams on the development, production, and timely delivery of event-related materials.
Review event marketing assets for accuracy, consistency, and completeness before production.
Use Adobe Creative Suite to create, update, and resize limited event marketing assets while maintaining established brand standards.
Establish, document, and maintain centralized operational procedures, vendor contact lists, project files, and event requirements.
Provide operational backup to the Signature Events team, including event planning and execution support as directed.
Serve as a central contact for internal logistical support and departmental inquiries, directing requests to appropriate team members.
Assist with tracking and reporting event budgets and with reporting and post-event analysis.
Attend seven weekday Signature Events throughout the year.