Administrative and Marketing Coordinator

Introduction

Welcome to Gallagher - a global community of people who bring bold ideas, deep expertise, and a shared commitment to doing what’s right. We help clients navigate complexity with confidence by empowering businesses, communities, and individuals to thrive. At Gallagher, you’ll find more than a job; you’ll find a culture built on trust, driven by collaboration, and sustained by the belief that we’re better together. Whether you join us in a client-facing role or as part of our brokerage division, our benefits and HR consulting division, or our corporate team, you’ll have the opportunity to grow your career, make an impact, and be part of something bigger. Experience a workplace where you’re encouraged to be yourself, supported to succeed, and inspired to keep learning. That’s what it means to live The Gallagher Way.

Overview

Provides high‑level administrative and coordination support to the Senior Leadership Team while also contributing to marketing and communication activities.

How you'll make an impact

Administrative & Leadership Support

Organize, schedule, and coordinate meetings for the Senior Leadership Team and key stakeholders, including logistics, agendas, and materials.

Attend key meetings, document accurate minutes, capture decisions, and track action items.

Follow up on next steps and assigned actions with stakeholders to ensure timely execution.

Act as a point of coordination between senior leaders and internal teams, supporting smooth communication and alignment.

Provide ad hoc administrative support to senior leaders, including preparing presentations, reports, and briefing materials as needed.

Coordination & Execution

Support planning and coordination of internal initiatives, leadership communications, team activities, and cross-functional projects.

Track projects, deliverables, timelines, and dependencies across different workstreams.

Collect, consolidate, and distribute weekly deliverable updates to stakeholders.

Maintain organized records, documentation, and shared files related to leadership meetings and projects.

Marketing & Communications Support

Assist in coordinating marketing and internal communication activities, including timelines, approvals, and distribution.

Support the development and rollout of simple communication materials (e.g., internal announcements, presentations, email communications).

Liaise with marketing, communications, or external vendors as required to ensure consistency and execution.

Support reporting enablement by coordinating inputs, organizing data, and preparing materials.

 

About you

• Bachelor´s Degree
• English level B2

• 3+ years of experience in administrative or coordination roles within large, fast-paced organizations.

• Experience supporting or interacting with senior leadership (e.g., CMO) is a plus.

• Ability to work effectively across high-performing teams in dynamic environments.Proficiency in Microsoft Office Suite (especially Outlook) and SharePoint.

• Proactive, structured approach with a strong focus on execution and delivery.Solid experience in administrative and executive support, including working with senior stakeholders and Heads of Departments.

• Proven ability to coordinate meetings, calendars, and cross-functional follow-ups.Strong organizational, tracking, and follow-up skills, with experience managing processes and multiple priorities.

• Exposure to AI tools/technologies is a plus.