Administrative Specialist - Investments

Job Requisition ID: 54092 
Opening Date: 03/05/2026
Closing Date: 03/18/2026
Agency:Teachers' Retirement System of the State of Illinois

Salary: $67,117 - $104,703
Job Type: Salaried
Category: Full Time 
County: Cook
Number of Vacancies: 1

Merit Comp Code: Agency Excluded from Collective Bargaining Coverage

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TO APPLY FOR THIS POSITION PLEASE VISIT THE TRS WEBSITE:

Careers | Teachers' Retirement System of the State of Illinois

The Teachers’ Retirement System of the State of Illinois (TRS) is one of the largest public pension systems in the United States. We provide retirement, disability and survivor benefits to teachers, administrators and other public-school personnel employed outside the city of Chicago.

TRS serves over 456,000 members and manages a multi-billion-dollar investment portfolio for the exclusive benefit of the membership.

TRS is an agency of the State of Illinois governed by a Board of Trustees. Full-and part-time employees are eligible for the State of Illinois comprehensive benefits program which includes medical, dental and vision coverage. All employees hired after August 17, 2001 participate in the TRS retirement pension plan. Employees also have the option to contribute to additional State of Illinois deferred compensation plans. The TRS pension plan is a participating reciprocal system under the Illinois Pension Code Retirement Systems Reciprocal Act.

Learn more about careers at TRS: Careers | Teachers' Retirement System of the State of Illinois

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