HR Assistant/Coordinator

Overview

The American Enterprise Institute (AEI) seeks a full-time, in-person HR assistant/coordinator to join AEI’s HR & Talent Development team. This highly organized, analytical, and service-oriented professional will support a wide range of human resources and talent development initiatives, including HR operations, benefits administration, compliance efforts, employee programs, process improvement, and workforce analytics.

The coordinator will serve as a key member of the HR & Talent Development team and play an important role in helping the department deliver high-quality services while improving data integrity, operational efficiency, and the employee experience. The ideal candidate is detail-oriented, comfortable working with data and HR systems, and able to manage multiple priorities while responsibly handling sensitive information.

AEI offers a stimulating and collegial work environment and excellent benefits. Qualified applicants should submit an application complete with a resume, cover letter demonstrating their interest in AEI’s mission, and transcripts. The anticipated start date for this position is as soon as possible.

About AEI AEI is a public policy think tank dedicated to defending human dignity, expanding human potential, and building a freer and safer world. The work of its scholars and staff advances ideas rooted in a belief in democracy, free enterprise, American strength and global leadership, solidarity with those at the periphery of our society, and a pluralistic, entrepreneurial culture.

AEI is committed to making the intellectual, moral, and practical case for expanding freedom, increasing individual opportunity, and strengthening the free enterprise system in America and around the world. Its work explores ideas that further these goals, and AEI scholars take part in this pursuit with academic freedom. AEI operates independently of any political party and has no institutional positions. Its scholars’ conclusions are fueled by rigorous, data-driven research and broad-ranging evidence.

Responsibilities

HR Operations, Documentation, and Data Integrity

Initiate onboarding and offboarding processes by following established checklists and procedures in iCIMS, Salesforce, and other HR systems; track and monitor the completion of required HR documentation and related requirements.

Maintain institute-wide organizational chart, maps, and other rosters as needed; continue updates as needed throughout employee lifecycle.

Maintain organized and accessible HR resource libraries, forms, templates, and internal employee resources.

Coordinate policy postings and updates and help ensure employees have access to current HR information and resources.

Develop and maintain standard operating procedures, workflows, checklists, and guides that clearly document recurring HR activities.

Track and coordinate scholar title changes, arrivals, and departures with other internal teams.

Run first‑day orientation sessions and assist with onboarding activities following an employee’s start date.

Develop and improve reporting tools, templates, and processes to strengthen the accessibility and reliability of HR data.

Update internal systems and maintain databases such as Salesforce, iCIMS, and ADP and conduct regular HRIS audits and support data integrity initiatives to ensure employee records and workforce data are accurate, complete, and consistent across systems.

Benefits and Compliance Support

Assist with open enrollment preparation and logistics, including employee communications, materials, system coordination, and tracking.

Maintain accurate benefits records and assist with leave tracking and related documentation.

Prepare benefits reports, audit documentation, and tracking tools and conduct routine benefits and compliance data audits.

Support compliance calendars, required reporting activities, and documentation related to federal, state, and local employment requirements.

Respond to routine employee benefits questions, including those from new employees, and triage benefits-related communications received through the Talent Development inbox, escalating more complex matters as appropriate.

Support employee benefits communications across the HR newsletter, AEI’s intranet, and internal digital screens.

Assist with the administration and tracking of employment-based immigration processes in coordination with employees, managers, and outside counsel.

HR Programs and Department Support

Coordinate logistics for learning and development programs, including scheduling, communications, materials, and training registration tracking.

Assist with employee events, recognition efforts, and other HR-sponsored programming.

Support the administration of employee engagement surveys and related follow-up activities.

Provide administrative support for AEI’s internship program and related initiatives as needed.

Contribute to cross-functional projects and process improvement initiatives across the HR & Talent Development department.

Perform other related duties based on business needs and departmental priorities.

Physical Requirements and Working Conditions at AEI

The employee is expected to regularly stand, sit, talk, hear, and use hands and fingers to operate a computer, telephone, and keyboard. This job requires close-up vision for computer work.

The employee must be able to lift up to 30 pounds.

The employee must be able to work in a confined area.

Moderate noise (e.g., from computers, phones, printers, and light traffic) is expected.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities associated with this position.

Qualifications

Assistant: 0–1 year of full-time, applicable work experience in human resources, benefits administration, HR operations, workforce reporting, program administration, or a related field.

Coordinator: 2–3 years of experience in human resources, benefits administration, HR operations, workforce reporting, program administration, or a related field.

A bachelor’s degree in human resources, business, data analytics, organizational psychology, public policy, or a related field.

Strong analytical skills and demonstrated ability to organize, review, and interpret data with a high degree of accuracy.

Exceptional attention to detail and a commitment to maintaining data integrity and complete, well-organized documentation.

Strong written and verbal communication skills, with a service-oriented approach to supporting employees and colleagues at all levels of the organization.

Ability to manage multiple priorities, meet deadlines, and exercise sound judgment in a fast-paced environment.

Experience developing process documentation, maintaining resource libraries, or improving administrative workflows.

Proficiency with Microsoft Office Suite, particularly Excel; experience with HRIS or applicant tracking, survey, or reporting systems is preferred.

Familiarity with employee benefits, employment compliance, and HR data practices is preferred.

Ability to responsibly handle confidential and sensitive information.

Benefits

AEI offers generous benefits, including 18 days of paid leave (15 days of paid annual leave and three personal or floating holidays); 12 days of paid sick leave; paid family leave; medical and dental coverage, in addition to a health savings account; medical and dependent care flexible spending accounts; a tuition assistance program of up to $5,200; life and disability insurance at no cost to employees; and a 403(b) retirement plan with a contribution from AEI, among other benefits. For more information, you can see a full summary of our benefits at https://www.aei.org/jobs/benefits/.

Compensation is based on a number of factors, including but not limited to the scope and responsibilities of the position; a candidate's full-time, applicable work experience; key skills and qualifications; and internal and external market considerations. The salary range for this full-time, exempt position is $50,000–$60,000. Salary is just one component of AEI’s total compensation package for employees.