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Executive Assistant

Posted: Aug 5, 2019
The Heartland Institute’s Executive Assistant reports directly to the President, in addition provides support to the Executive Vice President, the Director of Development and provides high-level administrative support for other department heads.
To apply: Please send your resume and related materials to
  • The Position

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

  • Background

    The Heartland Institute is a 35-year-old national nonprofit research and education organization headquartered in Arlington Heights, Illinois, about 30 minutes from O’Hare International Airport and downtown Chicago. It has a full-time staff of 39, our 2018 annual budget is about $6.25 million, and we have a nationwide donor base of approximately 5,500 supporters.

    §  Heartland is a free market “think tank” whose mission is to discover, develop, and promote free-market solutions to social and economic problems. Specifically, we aspire to encourage more legislators to embrace the following five free-market ideas:

    §  Tax and expenditure limitation, either by constitutional or statutory law, including welfare reform at the state level and Social Security, Medicaid, and Medicare reforms at the national level.

    §  Expansion of school choice programs, in particular school vouchers, so every child can attend a high-quality school regardless of his or her parents’ wealth, race, or creed. Increase the education results to the benefit of students.

    §  Expansion of consumer-directed health care reforms, such as health savings accounts, and opposition to heavy-handed state regulation and single-payer proposals.

    §  Reform of environmental regulations, especially those addressing the possibility of man-made climate change, based on sound economics and science.

    §  Promoting constitutional reform, especially efforts to support a convention of the states to amend the U.S. Constitution, so that the size and power of the national government can be more easily reined in.

    Thanks to its monthly publications, marketing, communications, and government relations programs, The Heartland Institute is among the best known and most respected think tanks in the world. It is especially well-known among state elected officials and increasingly among national and local officials; 82 percent of state elected officials say they read at least one Heartland publication “sometimes” or “always,” and more than 310 legislators have joined Heartland’s Legislative Forum, an advisory board.

    Heartland is the only free-market think tank that targets the nation’s 7,383 state elected officials and 535 national elected officials as its principal audience, sending them a publication on average once every week. It is also the only free-market think tank that focuses on effectively marketing the work of other free-market groups (not only its own research) through publications, a website tailored for elected officials, and a staff of legislative specialists who work directly with elected officials.

  • Objectives

    Key Responsibilities

    Increase the President’s productivity and time spent on fundraising by intercepting phone calls, assisting with correspondence and scheduling, and handling many routine and administrative tasks.

    §  Help president achieve goal of devoting 70% of his time to fundraising.

    §  Incercept all telephone calls to the President, and personally handle or re-route no less than 50% of all calls.

    §  Aggressively manage schedule by calling donors, members, and other constituencies to confirm or schedule meetings; preparing itineraries; collecting material prior to trips and meetings; and making all travel arrangements.

    §  Attend staff meetings in President’s absence to convey President’s wishes regarding publications, events, and other activities.

    §  File correspondence, maintain active files, and in general maintain order in the President’s office.

    §  Gift entry into CRM database and Salesforce database.

    §  Produce a wide range of regular mail-merge correspondence, including assisting the President and Director of Development with weekly thank-you letter packages, donor prospect packages, and quarterly performance report mailings.

    §  Assist Development and Administrative staff with mailings, donor calls, events, phone coverage, etc.

  • Required Skills

    §  Significant experience with and fluency with Windows XP or similar operating systems, Word Perfect or Word, and Paradox or other relational database program. Producing mail-merge letters is a substantial part of the job, and thus a high level of competence with this particular 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. As the President’s personal assistant, the Executive Assistant is the key point of contact for many important investors and other constituents. A customer-friendly personality and attention to detail (spelling of names, taking correct phone numbers) are essential.

    §  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 Executive Assistant position is a salaried full-time position requiring 40+ hours per week. Office hours are 8:30 a.m. to 5:30 p.m., with occasional overtime if a given project demands it. Office is located in Arlington Heights, Illinois.

    Benefits: Health insurance currently provided by Aetna available to full-time employees. The employer pays 62 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 $1,500 for individuals and $3,000 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 two and three, employees earn 12 paid days off each year. During years four, five, and six, employees earn 15 paid days off. During years seven, eight, and nine, 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