Philanthropy Signature Events Project Coordinator

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 is seeking an organized, collaborative and detail-oriented professional to serve as Philanthropy Signature Events Project Coordinator on the Signature Events team. This role supports the successful execution of VAI’s premier fundraising events and strategic departmental initiatives through strong project coordination, clear communication and thoughtful attention to detail.

The Philanthropy Signature Events Project Coordinator manages project timelines, maintains centralized operational documentation and helps ensure the accuracy and timely delivery of physical and digital event assets. This role works closely with internal teams, vendors, donors and volunteers to support efficient operations, well-executed events and exceptional stakeholder experiences.

WHAT YOU’LL DO

Project Coordination & Workflow Management

• Develop, coordinate and monitor timelines, tasks and deliverables for fundraising events, strategic initiatives and the annual Signature Events calendar.
• Proactively communicate project progress, upcoming deadlines and potential challenges to the team.
• Utilize project management software to create and manage projects, tasks and deadlines.
• Provide training and support to team members to encourage consistent use of project management tools and optimize workflow.

Event Communications & Marketing Coordination

• Partner with internal and external marketing and communications teams to support the development, production and timely delivery of event-related materials.
• Review marketing event assets for accuracy, consistency and completeness prior to production.
• Utilize Adobe Creative Suite to create, update and resize limited event marketing assets while maintaining established brand standards.

Operational Documentation & Event Support

• Establish, document and maintain centralized operational procedures, vendor contact lists, project files and event requirements.
• Serve as an operational backup to the Signature Events team, providing event planning and execution support as directed.
• Serve as a central point of contact for internal logistical support and departmental inquiries, directing requests to the appropriate team members.

• Assist with tracking and reporting event budgets, reporting, and post-event analysis.

KEY COMPETENCIES & QUALIFICATIONS

The successful candidate will bring:

• Strong organization, attention to detail, and ability to manage multiple priorities, projects, and deadlines
• Excellent written, verbal, and interpersonal communication skills with a collaborative, stakeholder-focused approach
• Experience coordinating projects, events, or cross-functional initiatives in a fast-paced environment
• Proficiency with project management and Microsoft Office software; Asana experience preferred
• 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: Asana, Canva, Adobe Creative Suite, Raisers Edge (transferable skills from other CRM experience), Microsoft Office Suite - Word, Excel, Outlook
• Bachelor’s degree, most applicable in Marketing, Communications, Hospitality and Events Management, and Non-profit management, or equivalent combination of education and relevant experience

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 Events Project Coordinator role is based on your experience and skills.

Schedule

This is an on-site position located in downtown Grand Rapids, MI. The standard schedule is traditional business hours Monday-Friday 8:00am-5:00pm. There are 7 Signature Events held on weekdays throughout the year, for which attendance is required. You may review the upcoming Signature Events schedule here, or by clicking “past events.”

How to Apply
If you have demonstrated success in these areas, we would love to have a conversation with you! Please 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.

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.