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…