Business Support Associate

Arthur J. Gallagher and Co.•Bay Shore, NY

About The Position

At Artex, we reimagine what risk management can be and we do it with bold thinking, deep expertise, and an unwavering belief in what’s possible. As part of our global team, you’ll help clients navigate complex risks through creative, forward-looking solutions that go beyond the expected. This is a place where innovation is encouraged, ideas are welcomed, and no two days look the same. We’re a community of confidently curious problem-solvers, opportunity seizers, and collaborative thinkers, working together to challenge convention and shape the future of our industry. Here, you’ll be supported to explore your potential, grow your expertise, and make a meaningful impact on a global scale. Overview Reporting directly to the Managing Director, Cayman, the Business Support Associate will have responsibility for day-to-day administration of the office, including receptionist duties and administrative support for the Senior Leadership team. This role will support and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety, for both employees and clients. The role involves a high level of staff and client engagement, thus will require excellent customer service skills and a professional demeanour. This role will work closely with the Business Support Manager in Bermuda to ensure consistent outcomes for the business in both jurisdictions and alignment on policies and procedures.

Requirements

Minimum 3 years’ experience in a similar role, ideally within another international business.
Must be technologically savvy, with Advanced Microsoft Office skills including PowerPoint, Word, Outlook and Excel; experience with multi-line phone system highly preferable.
Successful record of delivering customer-focused service and the ability to remain calm under pressure.
Demonstrated critical thinking and multitasking skills.
Ability to exercise good judgment in a variety of situations.
Strong organizational skills, attention to detail, and a proactive problem solver.
Ability to multi-task and adapt to changing priorities.
Enthusiastic, with a genuinely positive and collegial attitude.
Excellent interpersonal skills to work effectively with internal staff and external parties.
Exceptional verbal and written communication skills.

Responsibilities

Assistance with co-ordinating matters related to the organization of the office, including property management & maintenance, mail collection and distribution, processing outgoing couriers, stamp supplies, catering for client functions, office and kitchen supplies & equipment, and other general errands.
Handling phone calls to our main Cayman office line and answering/redirecting queries.
Arranging calendar meetings / appointments / teleconferences / video conferences, as required by the Senior Leadership team.
Assistance with the accounts payables process, ensuring accurate and timely coordination with the Accounts Payable and Treasury Teams.
Coordination with the IT department on all office equipment, and serving as the first point of contact for IT queries, including setting up laptops for new hires and wiping user profiles on departure. This entails working closely with Gallagher Technology Services (“GTS”) and our GTS representative in Bermuda.
Liaising with the landlord / property manager, vendors & service providers, manging office equipment, and office and kitchen supplies.
Coordinating new joiner / leaver workspace arrangements and set-up.
Organization of travel & accommodation arrangements for members of the Senior Leadership Team, as required.
Maintaining the office’s access control system (Integra), issuing and reclaiming key fobs etc.
Acting as the Evacuation Warden, which as and when required would deal with evacuating employees and guests from the premises and ensuring all are safely accounted for.
Performing call-back verifications on new payees.
Completing weekly bank deposits to our local banks such as Butterfield, Scotiabank & CIBC.
At times assist with the coordination and execution of sponsored conferences, local Cayman client meeting arrangements, and client events.
Assisting the HR team with certain administrative matters.
Maintenance of our filing system and other document management processes.
Providing administrative support to other business units, as required.
Other responsibilities as needed to ensure quality customer service and a pleasant work environment.