Administrative Specialist

Making a DifferenceThe State of Wisconsin Investment Board (SWIB), founded in 1951, is a premier global investment organization responsible for managing the more than $156 billion of assets of the fully funded Wisconsin Retirement System (WRS), the State Investment Fund and other state funds. Through SWIB’s effective and innovative investment management, WRS remains one of the only fully funded US public pensions. We are the 9th largest public pension fund in the U.S. and the 25th largest public or private pension fund in the world. SWIB is recognized by the investment industry for our teamwork and innovation. SWIB pursues sophisticated global investment strategies across the asset and risk allocation spectrum. Providers across the investment ecosystem seek to partner with SWIB.Serving more than 691,000 beneficiaries of the WRS, SWIB is a mission-driven organization focused on providing a strong financial future to those who committed their careers to public service. For public employees and the 1,500 Wisconsin employers who contribute on their behalf, we are a trusted partner. Our team innovates continuously to meet the challenges of an evolving investment landscape while growing and protecting the assets of the WRS.SWIB provides a strong, steady economic pillar for the state of Wisconsin by growing the trust funds under its management, managing risk, and optimizing costs of the long term. We are a mission-driven organization and the participants we serve are our mission. By bringing a disciplined, prudent, and innovative approach to market opportunities, SWIB has been successful in generating required returns and maintaining the trust of the beneficiaries and stakeholders of the funds we oversee.Home To Top TalentOur high-performing staff is key to what makes us a premier investment manager. SWIB is committed to investing in talented professionals to implement our robust, sophisticated investment strategies and to keep the organization at the forefront of the investment industry. We encourage innovation and offer professional development opportunities to help staff sharpen and expand their skills. Approximately 61 percent of SWIB’s investment professionals are Chartered Financial Analyst (CFA) charterholders.

Job Description:

About the Team
The Administrative Services Team (AST) is at the center of the organization, working closely with all divisions as we look to provide effective, efficient, and consistent support to SWIB staff, the public, and the Board of Trustees. We are the first point of contact with external guests and coordinate logistics around guest management to ensure a positive experience with SWIB. The primary administrative tasks are managed within the team. This includes calendaring for senior leaders, coordination of events, and supporting both paper and digital files, including the triage of all incoming and outbound mail/packages. The team is involved in coordinating travel, meeting preparation and material preparation for both board and agency meetings. Items related to facilities, health, and safety are included in our responsibilities. Through these responsibilities and more, we are involved in many aspects of supporting the business and can expand our knowledge in various areas. Individuals play a critical role in understanding how to navigate the agency, looking for ways to find more efficiency with the work, and establishing protocols that are referenced by the entire team. Thoughts and ideas are encouraged to expand the services we can provide and improve our productivity.

Description of Essential Activities:
• Staff and maintain the reception area by welcoming visitors, answering phone inquiries, and maintaining a professional and inviting first point of contact for the agency

• Provide exceptional customer service for both our internal and external customers. Respond, investigate, and handle (as appropriate) inquiries from internal/external customers, using a high degree of knowledge in a corporate structure and priorities.

• Conduct professional visitor management by greeting visitors, maintaining the guest log, and supporting additional needs (including, but not limited to, reserving parking, preparing conference rooms, and servicing beverages).
• Order, stock and maintain supplies for the organization while remaining cost conscious.
• Promptly review incoming correspondence via paper, email, faxes (this includes calls or voicemails), lead initiative to determine appropriate action required, and monitor for follow up. Handle communications with courtesy, respect and professionalism.
• Support service level agreement (SLA) for customer service responses.
• Identify, analyze, and implement process changes to streamline and improve administrative workflow.
• Maintain and update the work instruction manual with accuracy and clarity.
• Manage logs for visitors, security, parking, an