Job description

Executive Assistant
Van Andel Institute (VAI) has an opening for an Executive Assistant. This individual will provide superior administrative support to VAI’s Chief of Staff.
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 whot work on-site within laboratories and in collaborative partnerships that span the globe.
As the Executive Assistant to the Chief of Staff, you will support the multi-faceted functions of the Chief of Staff’s team, one of two departments within the Office of the Chief Scientific Officer.
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 strategically, see the “big picture,” recognize the impact of decisions on the Institute, 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:

• Reporting – Develop reports that communicate the progress of tasks, meetings, travel arrangements and office matters. Prepare and process all appropriate paperwork associated with expense reports.
• 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 Chief of Staff and send detailed meeting requests to attendees.
• Writing – Compose and prepare confidential correspondence and reports in response to inquiries. Ensure inquires, action items, commitments and/or confidential communications are handled in a timely and effective manner. Correspondence includes memos, letters and emails from the Chief of Staff to internal employees and external individuals. Ensure close attention to detail to maintain accuracy.
• Communication – Communicates directly, and on behalf of the Chief of Staff on matters related to Office of the Chief Scientific Officer initiatives and strategic priorities. Provides a bridge for smooth communication among research, operations and other internal and external stakeholders. You must demonstrate effective diplomacy, credibility, trust and support with senior management staff.

• Meetings – Schedule all recurring meetings with the scientific leadership team, VAI Faculty, and committees. Prepare materials for meetings, including agendas, background materials, attendee information, meeting summaries and talking points. Take notes, track/report on all deliverables and prepare meeting summaries.
• Events – Provide support for selected internal VAI symposia, conferences and retreats in coordination with events and meetings staff

• Presentations – Update the Chief of Staff’s reports and presentations used for scientific and collaboration meetings as well as various Institute update meetings. Ensure all information is current and accurate.

• Travel – Arrange detailed travel arrangements, itineraries and agendas including logistics, flight, car, hotel and meetings. Ensure travel runs smoothly.
• Back-up Support – Provide occasional back-up support for the Chief Scientific Officer’s Executive Assistant to ensure coverage.
• Filing – Maintain the Chief of Staff’s files in an electronic and hard copy filing system that is logical, functional and allows easy document retrieval.

You should possess the following skills, characteristics and traits:

• Associates degree required with Bachelor’s degree strongly preferred.
• 5 + years of general administrative support, office or related experience required
• Excellent attention to detail – you are able to provide excellent work on many tasks and track multiple activities with limited errors.
• Excellent customer service – this role will assist and enable the Chief of Staff and his department to deliver excellent support for our faculty and laboratories.
• People person – The Office of the Chief Scientific Officer supports all areas of the Institute’s research enterprise. Superior communication skills, customer service and a positive attitude are paramount.
• 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 in forward through all daily interactions with customers and vendors.

To be a successful member of our team, we will measure you on the following areas:

• Attitude of collaboration
• Attention to detail
• Professionalism
• Strong technical skills

COMPENSATION and BENEFITS

• All fulltime 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.

The Institute is located in fun, affordable and family-friendly Grand Rapids, MI. 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.
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 exceptional career opportunities, green building and living, and innovative employers.

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 starting your application. https://bit.ly/3Q7Lswu
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 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.

Required Skills

Required Experience

Job Type: Full-time

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