Scientific Events and Meetings Specialist

Van Andel Institute - Grand Rapids, Michigan

Description

Are you a detail-oriented and enthusiastic events professional? Van Andel Institute (VAI) seeks a dynamic entry-to-mid-level Scientific Events and Meetings Specialist to join our team.

In this role, you'll work with senior Scientific Events staff to plan and implement all aspects of our scientific events, contributing to the successful execution of symposia, meetings, workshops and more. Our Scientific Events program plays a critical role in supporting our scientific mission and research initiatives.

As a Scientific Events and Meetings Specialist, you'll coordinate event logistics, communicate with vendors, and ensure 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:

Event Planning and Execution:
- Support the coordination and execution of event logistics, including food and beverage arrangements, audiovisual needs, and room block management.
- Identify and coordinate with vendors, ensuring high-quality service and adherence to contracts.
- Collaborate with Communications & Marketing and the Institute’s design vendors to create event signage, program materials and website content.
- Coordinate administrative speaker management for meetings and events.
Sponsorship Support:
- Assist in coordinating sponsorship for meetings and conferences, including sponsor prospect development, solicitation and stewardship.
- Coordinate sponsor exhibit/display logistics.
Budget Management:
- Develop and maintain event budgets, tracking expenses and ensure adherence to budget guidelines.
- Conduct post-event cost analysis and identify opportunities for improvement.
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.
Contract Negotiation:
- Negotiate event-related contracts to maximize savings and enhance attendee experience.
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.

The Scientific Events and Meetings Specialist is part of the Events and Corporate Giving team, which helps amplify the work of scientists by supporting research-centric events and strategic donor engagement. What you will like most about working on the Events and Corporate Giving team:

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.
Strong Customer Service Mentality: Commitment to providing exceptional service and support to customers.
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.

Qualifications

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.

Details

Type of Position: Full-Time Position
Segment of Industry: Meeting & Event Management
Salary: Based on experience and skills / Year
Hours: 40

How To Apply

How to Apply

https://vai.wd1.myworkdayjobs.com/en-US/VAICareers/job/Van-Andel-Research-Institute/Scientific-Events-and-Meetings-Specialist_R1303?source=Indeed

If you are a person who has demonstrated success in these areas, we would love to have a conversation with you! Apply online now.
If you're passionate about event planning and inspired by science, this is your opportunity to support a mission that makes a global impact.
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 [email protected].

Application Deadline: 8/12/25

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Posted: 5/12/25

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