Administrative Specialist - Investments

Job Summary

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.

Essential Functions (Continued)

• 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.

Essential Functions (Continued)

• 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