Job Details

It is inspiring to work in an organization where individuals are deeply committed to the mission and values that drive our success.

We are dedicated to delivering expert pension service to Illinois public educators as they earn their promised retirement security.

The Administrative Specialist provides essential administrative and operational support to ensure smooth operations of the Investment Department. This position serves as a primary point of contact for internal and external stakeholders and is responsible for front office coverage, calendar and meeting coordination, document preparation, and logistical support for both day-to-day operations and long-term projects. The role also involves support for legal and investment operations, document processing, facilities coordination, vendor management, and receptionist duties. The ideal candidate will be highly organized, detail-oriented, proactive, and skilled at maintaining confidentiality.

Essential Functions:

• Serve as a confidential administrative partner to senior leadership, managing calendars, coordinating meetings, and preparing correspondence, reports, agendas, and presentations.
• Arrange domestic and international travel for executives and investment staff; process expense reports and reconcile unpaid invoices.
• Assist with special projects, event planning, and office logistics; participate in investment-related events and occasional travel to other TRS offices.
• Support onboarding and due diligence for new investment managers; coordinate with internal and external legal counsel to manage documentation through the fund lifecycle.
• Maintain legal and investment files in Laserfiche, assist with backfile conversion, and conduct document review across asset classes.
• Track and follow up on monthly, quarterly, and annual manager reporting requirements to ensure legal compliance.
• Prepare materials, attend meetings, and record minutes for Investment Oversight Committee meetings; ensure timely follow-up and content updates.
• Assist Investment Accounting with data entry (e.g., Non-Vouchered Fees), Funded/Unfunded reporting, litigation check deposits, and DLA Piper invoice routing.
• Participate in user acceptance testing for Laserfiche workflow repositories related to investment operations.
• Maintain the reception area, conference rooms, and office supply inventory; coordinate office maintenance, space planning, and vendor communications.
• Process and log incoming/outgoing mail, FedEx shipments, and internal document routing; manage postage meter and shipping supplies.

• Order office supplies and subscriptions; ensure purchases comply with procurement policies and reconcile company credit card transactions.
• Act as point of contact for conference room technology; support meeting setup, troubleshoot technical issues, and coordinate with IT on audits, activations, and inventory.
• Provide assistance and training to staff on Microsoft Office Suite, DocuSign, and visitor management tools.
• Upload and manage scanned documents and maintain internal communication platforms (e.g., lobby monitors).
• Knowledge of administrative procedures, records management, and business communications.
• Familiarity with investment operations, legal documentation, and fund compliance tracking is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe Acrobat, Laserfiche and DocuSign experience a plus.
• Ability to manage competing priorities and communicate effectively with diverse stakeholders.
• Excellent writing, proofreading, and editing skills.
• Demonstrated ability to maintain discretion and confidentiality.
• Strong organizational and interpersonal skills; adaptable and proactive.

Minimum Requirements:

• Three (3) years of experience in administrative support or business operations; experience in an investment, financial, or legal environment is preferred.
• Bachelor's degree in Business Administration, Finance, Economics, Accounting, or related field is preferred.
• Experience coordinating office functions and supporting senior leadership is strongly desired.

If you thrive in a dynamic environment and enjoy collaborating with driven, enthusiastic professionals, you will find a rewarding career with us.

For Illinois job seekers:

Pay Range
$67,119.00 - $104,705.00

Compensation will be determined based on the qualifications and experience of each candidate.

Benefits
TRS is an agency of the State of Illinois. As such, full and part-time employees are eligible for the State of Illinois comprehensive benefits program which includes medical, dental and vision coverage. All employees participate in the TRS retirement pension plan and have the option to contribute to additional State of Illinois deferred compensation plans. The TRS pension plan is a reciprocal system to other state and local pension plans (SERS, SURS, IMRF, etc.)