Job description

Administrative Assistant - Events and Corporate Giving
Van Andel Institute (VAI) has an opening for an Administrative Assistant. This individual will provide superior administrative support to VAI’s Director of Events and Corporate Giving and will be an integral member of the VAI Philanthropy Team.
VAI is a world leader in cancer epigenetics and Parkinson’s disease research. We orchestrate cutting edge clinical trials to improve human health by collaborating with academia, industry and philanthropy. Our Institute is home to nearly 500 scientists, education and support staff who work on-site within laboratories and in collaborative partnerships that span the globe.
As the Administrative Assistant to the Director of Events and Corporate Giving you will support the multi-faceted functions of the Events and Corporate Giving team as well as providing superior customer service to internal and external partners.
You will provide the highest level of executive administrative support by performing complex, varied and confidential functions to ensure the efficiency and effectiveness of the day-to-day operation of the team. You must have the ability to think manage multiple details, embody excellent written and oral communications skills and exemplify our culture of collaboration and be meticulously organized and a strong planner.
Some of the high level responsibilities you can expect to fulfill would include:

• Calendar – Manage an extremely active calendar of appointments and shifting schedules to serve internal and external colleagues and collaborators and triage as appropriate. Schedule all appointments for the Director of Events and Corporate Giving and send detailed meeting requests to attendees.
• Events – Provide support for all VAI signature philanthropic events in coordination with events and corporate giving team members.
• Written and Verbal Communication Skills – have the ability to effectively and accurately communicate with both internal and external stakeholders honoring the role you play in communicating with these key relationships internal and external to the institute.
• Confidentiality – you will be working with a large amount of confidential information. It is imperative to be able to respect and maintain the strictest levels of confidentiality.
• Prepare monthly expense reports, track budgets, and coordinate expenses related to items associated with events and corporate giving.
• Establish and maintain departmental filing and archiving systems including maintaining written policies and procedures.
• Answer phones, manage mail and email, prepare correspondence, coordinate multiple calendars, etc. These duties include exercising independent judgment and tact with respect to handling requests, resolving problems, and carrying out confidential matters.
• Maintain appropriate levels of office supplies, equipment, work orders, etc.

This job might be for you if you:

• Display a customer service mindset in working with members of the team, the institute and philanthropic supporters.
• Communicate efficiently both verbally and in writing.
• Be able to work independently and as a team member with others within the Institute to complete administrative tasks in support of the philanthropy team.
• Have strong organizational skills, attention to detail, and a sharp focus on efficient completion of tasks.
• Be able to anticipate needs and suggest proactive measures to lessen the administrative burden on other members of the team.
• Be able to effectively prioritize tasks to efficiently manage multiple projects and requests.

You should possess the following skills, characteristics and traits:

• Associates degree required with Bachelor’s degree strongly preferred.
• Excellent attention to detail – you are able to provide excellent work on many tasks and track multiple activities with limited errors.
• Excellent customer service.
• People person – the whole of the philanthropy teams works closely with many individuals both internal and external to the organization. Strong people skills are an important value within the team.
• Self-starter – self motivation and excitement for the Institute’s mission is important in this fast-paced but rewarding position.
• Great communicator – excellent written and oral skills are key in keeping things moving forward through all daily interactions with customers and vendors.
• Ability to ask for guidance – because this position supports a number of different projects, it is imperative to be able to ask for guidance and assistance in prioritizing competing priorities.

Expectations:
The following are what we would expect you to be able to achieve within the first 6 months.

• 1 month – calendaring, supporting meetings, course implementation
• 3 months – expense reports, tracking budget, travel arrangements
• 6 months – demonstration of strong written and verbal communication skills

COMPENSATION and BENEFITS
All full-time employees of Van Andel Institute are eligible for benefits, effective Day One! The hourly rate you can expect in this role is based on your experience and skills.
YOUR NEXT STEPS!
If you are a person who has demonstrated success in these areas, we would love to have a conversation with you! The first step in beginning this conversation is to APPLY NOW! https://bit.ly/3oLaVQ5
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.
If you have any difficulty uploading your application or any questions, please email Megan Doerr at Megan.Doerr@vai.org.

At Van Andel Institute, the health and safety of our people is our number one priority. As a condition of employment at Van Andel Institute, all employees are required to be fully vaccinated for COVID-19. “Full vaccination” is defined as two weeks after both doses of a two-dose vaccine or two weeks since a single-dose vaccine has been administered.
VAI is committed to achieving excellence through increasing diversity. We actively encourage applications from women, persons of color, persons with disabilities, and other underrepresented groups.
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 and alcohol-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 Research Institute is located in downtown Grand Rapids, Michigan. 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, theatres, museums, sports and concerts. The safe and clean downtown is surrounded by an eclectic mix of walk-able neighborhoods and natural areas.

With a medical and life sciences industry boom, strong entrepreneurial activity, dedication to green building and living, and innovative employers, Grand Rapids' diverse economy continues to grow, offering endless career opportunities.

Required Skills

Required Experience

Job Type: Full-time

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