Associate Director, Signature Events (Philanthropy)

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 hiring a full-time Associate Director of Signature Events. As an important part of the Philanthropy Department, this person will partner with the Director of Signature Events to plan and execute fundraising events. The Associate Director will lead day-to-day event operations and assigned signature events, including production, vendor management, budgets, guest experience, and post-event evaluation. They will provide operational guidance and project coordination across the Signature Events team without direct supervisory responsibility. 

Work with philanthropy colleagues, internal departments, executive leadership, sponsors, and volunteer committees to support fundraising goals and create exceptional donor experiences. Help strengthen event processes, documentation, and reporting to support consistent execution and continuous improvement. 

THE KEY RESPONSIBILITIES OF THIS ROLE ARE:

• Partner with the Director to develop annual event plans and contribute to long-term strategies for engagement, partnerships, and fundraising through signature events. 

• Lead the planning, organization, and execution of assigned signature events, while providing 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 team members identify deadlines, dependencies, and decisions that require 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; resolve operational issues during planning and execution. 

• Serve as a primary operational liaison with Facilities, Security, Finance, Marketing, and other internal teams, as well as 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 to develop professional knowledge and skills relevant to fundraising, event management, and donor engagement. 

• Perform other duties as assigned. 

QUALIFICATIONS 

Bachelor’s degree or equivalent experience and a minimum of 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 work collaboratively with colleagues at all levels and build effective relationships with donors, sponsors, community leaders, and volunteers. 

Proficiency with Microsoft Office; experience with donor databases, event registration platforms, and project management tools preferred. Ability to work a flexible schedule, including evenings and weekends as required for events.

COMPENSATION AND BENEFITS

All full-time employees of Van Andel Institute are eligible for benefits, effective Day One! The salary you can expect in this role is based on your experience and skills

YOUR NEXT STEPS

To apply, please submit your resume via the online application. We will review and respond to all applications within two weeks.

ABOUT VAN ANDEL INSTITUTE
Van Andel Institute (VAI) is committed to improving the health and enhancing the lives of current and future generations through cutting-edge biomedical research and innovative educational offerings. Established in Grand Rapids, Michigan, in 1996 by the Van Andel family, VAI is now home to more than 650 scientists, educators and support staff, who work with a growing number of 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. Learn more at vai.org.

Van Andel Institute is an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which different perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Equal Opportunity 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.