Administrative Specialist - Madison, United States - State of Wisconsin Investment Board

State of Wisconsin Investment Board

Verified Company

Madison, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

OUR AGENCY
Making a Difference

SWIB is a trusted and skilled global investment organization managing the assets of the Wisconsin Retirement System (WRS) and other separately managed funds.

With about $145 billion in total assets under management, SWIB has been recognized by the investment industry for its teamwork and innovation that helps make it a premier asset manager.

Sophisticated investment management strategies, forward-looking technologies, and strong internal asset management make SWIB a leading investment organization.

For public employees in Wisconsin, SWIB is a unique and valuable partner.

Investing for the financial security of more than 663,000 individuals - and for the 1,500 Wisconsin employers who contribute on behalf of their employees - SWIB's strong management of the WRS has helped fuel one of only a few fully funded public pension funds in the country.

SWIB's long-term investment returns meet the challenges of a constantly evolving investment landscape while helping grow and protect the assets of the WRS, which is consistently among the top 10 largest public pension funds in the U.S.

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 reasonable returns and maintaining the trust of the beneficiaries and stakeholders of the funds we oversee.

Join HIGHER PERFORMERS

Home to Top Talent

Our 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.

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 while coordinating logistics around guest management and a positive experience with SWIB.

The primary administrative tasks are managed within the team from calendaring for senior leaders, coordination of events, and supporting both paper and digital files, including triage of all incoming and outbound mail/packages.

The team is involved in coordinating travel and meeting and material preparation for both board and agency meetings. Items related to facilities and health and safety are included in our responsibilities.

Through these responsibilities and more, we are involved in many aspects of supporting the business and able to continue to expand our knowledge in various areas.

Individuals play a critical role in understanding how to navigate the agency, looking for ways to find more efficient ways of working with the work they own, and establish protocols that are referenced by the entire team.

Thoughts and ideas are encouraged as we continue to expand the services we can provide, by creating efficiency in our work.

Essential activities:

Manage members of our executive leadership team regarding complex calendars, schedule meetings, and appointments, and assist with daily schedule and logistics.
Backup support for other senior leaders.
Travel and expense management coordination
using Concur travel platform.
Sensitive handling of confidential information.
Purchase card order and statement reconciliation.
Communication and coordination with internal and external audiences.
Process documents for signature using DocuSign and Adobe.
Credit and invoice reconciliation.
Document creation using Excel, Word, and PowerPoint.
Assist staff with questions and direct them to the correct resources as appropriate.
Prepare presentations and ad hoc meeting material utilizing a combination of MS Office products.
May be required to assist other SWIB personnel as needed in an administrative fashion.
Due to the level of individuals this role would be supporting, the expectation would be 5 days a week in the office.

Backup Duties to Support Front Desk Coverage

Act as support for front desk duties such as welcome guests by greeting them, in person or on the telephone; answering or appropriately directing inquiries with courtesy, respect, and professionalism.
Provide phone coverage backup for the front desk.
Assembling board meeting materials and posting public meeting notices.
Ensuring copy centers have appropriate supplies.
Manage supply inventory, orders, periodicals, and vendor relationships.
Manage facility work orders.
Manage visitor parking stalls.
Manage badge access as well as the employee onboarding/offboarding proc