Administrative Assistant/Receptionist

The Heartland Institute’s Administrative Assistant/Receptionist is responsible for answering incoming phone calls, data entry, research, office supplies ordering and inventory, and other tasks as assigned.

The Heartland Institute’s Administrative Assistant/Receptionist reports to the Director of Administration and provides administrative support for all staff.

The position requires a mature and largely self-managing individual with excellent telephone, word processing, database, administrative, and organizational skills; an ability to manage multiple projects on tight deadlines; strong interpersonal, tracking and logging, and organizational skills.

The Heartland Institute is a free-market think tank founded in 1984 that focuses on informing and influencing state and local elected officials on free-market principles and policy. A big part of that mission includes getting the research and opinions of Heartland staff and fellows into the public conversation. In 2020, Heartland earned more than 5,000 media hits; attracted 3 million unique visitors to our websites; got more than 6 million hits on our podcasts; and the videos on our YouTube and Facebook pages were viewed more than 10 million times.

Key Responsibilities

• Processes incoming mail.
   
• Responds to customer inquiries for information.
   
• Maintains registration at Heartland events or Heartland-sponsored events, which sometimes take place early morning, evenings, or weekends.
   
• Maintains responsibility for many ad hoc mailing, mail-merge, and data entry projects.

Qualifications

• High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.
   
• Significant experience with and fluency in Microsoft Office Suite and database programs (Salesforce and/or MS Access).
   
• Eagerness to learn and ability to be trained quickly.
   
• Excellent written and oral communication skills. The Administrative Assistant/Receptionist is the first point of contact for callers to the organization, so a customer-friendly personality and attention to detail (spelling of names, taking correct phone numbers) are essential.

Salary. Salary range is $15.00 to $16.00 per hour to commensurate with skills and experience. Performance reviews are conducted annually.

Hours and location of work. The administrative assistant position is an hourly full-time position requiring 40 hours per week. Office hours are 8:00 am to 5:00 pm. Office is in Arlington Heights, Illinois.

Benefits: Health insurance currently provided by Aetna is available to full-time employees. The employer pays 62 percent of premiums and offers a choice of two high-deductible plans with health savings accounts (HSAs). Employees who choose high-deductible plans also receive annual cash deposits into their HSAs of $2,000 for individuals and $4,000 for families.

*Heartland will review a low and high deductible choice in 2023.

Employer pays for life and disability insurance and fees for a 401(k)plan. Employer does not match employee contributions to 401(k) plans at this time.

To apply for this position, email wdavis@heartland.org.