HR Assistant/Coordinator

About the Role

The American Enterprise Institute (AEI) seeks a full-time, in-person HR Assistant/Coordinator to join its HR & Talent Development team. This role supports a wide range of human resources and talent development initiatives, including HR operations, benefits administration, compliance, employee programs, process improvement, and workforce analytics. The coordinator will be a key member of the team, helping to 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.

Key Responsibilities

• HR Operations, Documentation, and Data Integrity
• Initiate onboarding and offboarding processes in iCIMS, Salesforce, and other HR systems; track and monitor completion of required HR documentation.
• Maintain institute-wide organizational chart, maps, and rosters, and update as needed throughout the employee lifecycle.
• Maintain organized and accessible HR resource libraries, forms, templates, and internal employee resources.
• Coordinate policy postings and updates, and ensure employee access to current HR information.
• Develop and maintain standard operating procedures, workflows, checklists, and guides for recurring HR activities.
• Track and coordinate scholar title changes, arrivals, and departures with internal teams.
• Run first-day orientation sessions and assist with onboarding activities.
• Develop and improve reporting tools, templates, and processes to enhance the accessibility and reliability of HR data.
• Update internal systems and maintain databases such as Salesforce, iCIMS, and ADP.
• 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.
• 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 and triage benefits-related communications.
• 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.
• 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.

Requirements & Tech Stack

• 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.

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.
• 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.
• 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 is expected.

Benefits

• 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.
• Health savings account.
• Medical and dependent care flexible spending accounts.
• Tuition assistance program of up to $5,200.
• Life and disability insurance at no cost to employees.
• 403(b) retirement plan with AEI contribution.