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Administrative Assistant/Receptionist

Posted: May 28, 2020
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.
To apply: Please send your resume and related materials to
  • The Position

    ●    Answers and screens all incoming telephone calls. Processes incoming mail. Responds to customer inquiries for information.

    ●    Maintains registration lists for events. Maintains central staff calendar. Produces and maintains procedures manuals documenting all administrative processes.

    ●    Responsible for doing registration at Heartland events or Heartland-sponsored events, which sometimes take place early morning, evenings, or weekends.

    ●    Responsible for many ad hoc mailing, mail-merge, and data entry projects.

    ●    Other duties as assigned, depending on interests and skills. For example, the person currently in this position works closely with the Executive Editor to release several e-newsletters every week and posts documents on The Heartland Institute’s website.

  • Background

    The Heartland Institute is a 36-year-old national nonprofit research and education organization headquartered in Arlington Heights, Illinois. Heartland is the only free-market think tank that ...

    • Targets the nation’s state elected officials, sending them a publication on average once every week,
    • focuses on effectively marketing the work of other free-market groups (not only its own research),
    • devotes as much attention or more to reaching people likely to disagree with our free-market views as those likely to agree with them, and
    • has a staff of government relations specialists who work directly with elected officials.
  • Required Skills

    ●    Significant experience with and fluency in Windows operating system, word processing software (Word Perfect for Windows and/or MS Word), and database programs (Paradox and/or MS Access). Producing mail-merge letters is a substantial part of the job, and thus a high level of competence with this particular word processing function is critical.

    ●    Eagerness to learn and ability to be trained quickly.

    ●    Attention to detail and “rule-following” skills with respect to data entry.

    ●    Excellent written and oral communication skills. The Administrative Assistant 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.

    ●    Must be able to report to work and be here at your scheduled time. Attendance is essential in this position: Excessive tardiness (more than 4 occurrences in a 6-month period) or excessive absenteeism (more than 2 occurrences in a 6-month period) may result in immediate termination.

    ●    Willing to work as a regular, full-time employee continuously for a period of 3 months in order to be eligible for paid time off. Special circumstances will be considered.

    ●    Interest in public policy issues a plus.

  • Salary & Benefits

    Salary. Starting salary negotiable and commensurate with skills and experience. Performance reviews are conducted semi-annually; salary reviews are conducted annually.

    Hours and location of work. The administrative assistant position is a hourly full-time position requiring 40 hours per week. Office hours are 8:00 am to 5:00 pm, with occasional overtime if a given project demands it. Office is in Arlington Heights, Illinois.

    Benefits: Health insurance currently provided by Aetna available to full-time employees. The employer pays 60 percent of premiums and offers a choice of two plans, a low-deductible plan and a high-deductible plan 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.

    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.

    During the first year of employment, full-time employees earn 10 paid days off after their 90-day probationary period. During years 2 and 3, employees earn 12 paid days off each year. During years 4, 5 and 6 employees earn 15 paid days off. During years 7, 8 and 9 employees earn 17 paid days off. During year 10 and above employees earn 20 paid days off each year.

General Careers Information 

Join a full-time staff of 35 dedicated men and women discovering, developing, and promoting free-market solutions to social and economic problems!

Please read our Reply to Critics for the truth about our funding, tactics, and positions on controversial issues.

This position requires adherence to The Heartland Institute's Quality Standards for Heartland Publications.

We actively recruit graduates of colleges and universities that receive a grade of “A” from the American Council of Trustees and Alumni (ACTA).


For questions about applying for this opening, please contact 

2018 By the Numbers

See what sets Heartland apart:
82% of state elected officials read Heartland publications
of state elected officials read one or more Heartland newspapers "sometimes" or "always."
45% of elected officials say Heartland led to a change in policy
of state elected officials say a Heartland publication influenced their opinions or led to a change in public policy.
3.2 Million
the number of times Heartland's six podcasts were downloaded in 2018
184 issues
of weekly e-newsletters sent to subscribers across the country
158 events
that Heartland hosted, attended, or spoke at, reaching over 34,000 guests in 2018.
100,000 fans
on Facebook posting and reposting over 1 million times a week