What are the responsibilities and job description for the Scientific Events and Meetings Specialist position at Van Andel Institute?
Van Andel Institute (VAI), a world-class biomedical research institute, located in Grand Rapids, Michigan, is dedicated to improving human health. We are pioneers in the fight against cancer, Parkinson's, and other diseases. We are committed to inspiring the next generation of scientists and educators.
Van Andel Institute (VAI)
is currently seeking to hire an entry-to-mid-level Scientific Events and Meetings Specialist.
Are you a detail-oriented and enthusiastic professional with a passion for event planning? VAI is seeking a dynamic Scientific Events and Meetings Specialist to join our team. In this role, you'll gain valuable experience in managing all aspects of event and meeting logistics, contributing to the successful execution of a variety of internal and external events. This role focuses on the planning and execution of meetings and events that support VAI’s scientific mission and research initiatives.
As our Scientific Events and Meetings Specialist, you'll be responsible for coordinating event logistics, managing vendor relationships, and ensuring seamless execution of meetings and events. This is an excellent opportunity to build your event planning skills in a collaborative and supportive environment.
Your Key Responsibilities in this role will include the following (with a focus on scientific symposia, research events, and scientific engagement):
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Event Planning and Execution:
- Manage the coordination and execution of event logistics, including food and beverage arrangements, audiovisual needs, and room block management.
- Identify and manage vendors, ensuring high-quality service and adherence to contracts.
- Develop and manage event signage, program materials, and website content.
- Coordinate administrative speaker management for meetings and events.
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Sponsorship Support:
- Assist in coordinating sponsorship for meetings and conferences, including sponsor prospect development, solicitation, and stewardship.
- Manage sponsor exhibit/display logistics.
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Budget Management:
- Develop and maintain event budgets, tracking expenses and ensuring adherence to budget guidelines.
- Conduct post-event cost analysis and identify opportunities for improvement.
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Project Management:
- Act as a project lead for assigned events, maintaining project plans and ensuring timely completion of deliverables.
- Collaborate with cross-functional teams to execute internal and customer-facing meetings, tradeshows, and Institute events.
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Contract Negotiation:
- Negotiate event-related contracts to maximize savings and enhance attendee experience.
- Work with General Counsel on contract language and terms.
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Customer Service and Quality Assurance:
- Ensure high-quality execution and customer service levels for all clients and events.
- Conduct post-event evaluations and analyze results to improve future events.
- Anticipate, develop, and implement contingency plans.
- Perform all other duties as assigned.
What you will like most about working in the Philanthropy Department:
The Philanthropy Events team plays a key role in amplifying the work of scientists by supporting research-centric events and strategic donor engagement.
- Career Growth: Gain hands-on experience in all aspects of event planning and management.
- Collaborative Environment: Work alongside experienced professionals in a supportive team setting.
- Diverse Events: Contribute to a variety of internal and external events, expanding your skill set.
- Professional Development: Learn best practices in event planning, vendor management, and budget control.
- Impactful Work: Contribute to the successful execution of events that support VAI's scientific mission.
You should possess the following characteristics/traits:
- Strong Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
- Excellent Communication Skills: Clear and professional written and verbal communication.
- Detail-oriented: Meticulous attention to detail and accuracy.
- Problem-Solving Skills: Ability to identify and resolve issues effectively.
- Team Player: Ability to collaborate effectively with colleagues and vendors.
To be a successful member of our team, we will measure the following areas:
- Successful coordination and execution of assigned events.
- Positive feedback from event attendees and stakeholders.
- Accurate budget management and reporting.
- Effective collaboration with cross-functional teams.
- Timely completion of project deliverables.
The qualifications and skills you will be required to have in this role:
- Ideal for candidates interested in contributing to world-class biomedical research through event planning.
- Bachelor’s degree in hospitality, event management, communications, or a related field.
- Three to five years of experience in event planning or related field (internships and volunteer experience are considered).
- Strong interest in event management and a desire to learn.
- Ability to work flexible hours, including evenings and weekends, as needed.
Compensation and Benefits
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All full-time employees of Van Andel Institute are eligible for benefits, effective Day One! The salary you can expect in this Fundraising Event Coordinator role is based on your experience and skills.
How to Apply
If you're passionate about event planning and inspired by science, this is your opportunity to support a mission that makes a global impact.
- If you are a person who has demonstrated success in these areas, we would love to have a conversation with you! Apply online now.
- In addition to your resume, provide a cover letter outlining why you are interested in this role and how this position aligns with your goals. The cover letter and resume must be uploaded as one combined pdf document.
- If you have any difficulty uploading your application or any questions, please email Megan Doerr at Megan.Doerr@vai.org.
About Van Andel Institute
Established in Grand Rapids, Michigan, in 1996 by the Van Andel family, VAI is now home to nearly 500 scientists, educators and support staff, who work with national and international collaborators to foster discovery. The Institute’s scientists study the origins of cancer, Parkinson’s and other diseases and translate their findings into breakthrough prevention and treatment strategies. Our educators develop inquiry-based approaches for K–12 education to help students and teachers prepare the next generation of problem-solvers, while our Graduate School offers a rigorous, research-intensive Ph.D. program in molecular and cellular biology.
VAI is committed to excellence through broad participation and diverse perspectives. We welcome applications from individuals of all backgrounds and experiences who share our passion for innovation and collaboration.
Van Andel Institute is an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer.
As Van Andel Institute is a drug free employer, all prospective new employees undergo a urinalysis/drug test as part of our pre-employment process. This is a 7-panel drug screen and it includes testing for Marijuana, Cocaine, Amphetamines, Opiates, PCP, Barbiturates, and Benzodiazepines.
About Grand Rapids, MI
Van Andel Institute is in downtown
Grand Rapids, Michigan
in the center of the Medical Mile
. A remarkable combination of a cosmopolitan atmosphere and small-town warmth, Grand Rapids
is known for its philanthropic and sustainability-driven community. It’s fun affordable and family-friendly.
Located on the banks of the Grand River,
Grand Rapids
offers all the big-city excitement you'd expect from a million-resident metropolis, featuring hundreds of restaurants and nightspots, theaters, museums, sports and concerts. The safe and clean downtown is surrounded by an eclectic mix of walkable neighborhoods and natural areas. The downtown area is safe and clean with an eclectic mix of walkable neighborhoods and natural areas.Retail and Events Marketing Specialist
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