Executive and Administrative Specialist – GIC Full Time

Executive & Administrative Specialist (GIC)

Function/Group

Global Shared Services

Location

Mumbai, India

Shift Timing

11am-8pm IST

Role Reports to

Sr. Analyst-Administrative Services

Remote/Hybrid/in-Office

In-office 4 days, remote 1 day per week

We make food the world loves: 100 brands. In 100 countries. Across six continents. With iconic brands like Cheerios, Pillsbury, Betty Crocker, Nature Valley, and Häagen-Dazs, we’ve been serving up food the world loves for 155 years (and counting). Each of our brands has a unique story to tell.

How we make our food is as important as the food we make. Our values are baked into our legacy and continue to accelerate

us into the future as an innovative force for good. General Mills was founded in 1866 when Cadwallader Washburn boldly bought the largest flour mill west of the Mississippi. That pioneering spirit lives on today through our leadership team who upholds a vision of relentless innovation while being a force for good. For more details check out http://www.generalmills.com

General Mills India Center (GIC) is our global capability center in Mumbai that works as an extension of our global organization delivering business value, service excellence and growth, while standing for good for our planet and people.

With our team of 1800+ professionals, we deliver superior value across the areas of Supply chain (SC) , Digital & Technology (D&T) Innovation, Technology & Quality (ITQ), Consumer and Market Intelligence (CMI), Sales Strategy & Intelligence (SSI) , Global Shared Services (GSS) , Finance India and Human Resources Shared Services (HRSS).For more details check out https://www.generalmills.co.in

We advocate for advancing equity and inclusion to create more equitable workplaces and a better tomorrow.

Function Overview

Global Shared Services (GSS) enables General Mills to compete and win every day with a relentless focus on service excellence. Our Shared Services model leverages domain excellence to drive scaled cost-efficient delivery. We do that by delivering our services with a balance between cost and capability; increasing productivity through optimized processes and tools; and upholding company standards, policies, and practices. GSS touches virtually every aspect of the General Mills enterprise, including EmployeeServices, Business Services, Global Workforce Solutions, and Global Data Governance Services.

For more details about General Mills please visit this Link

Function Overview

Global Shared Services (GSS) enables General Mills to compete and win every day with a relentless focus on service excellence. Our Shared Services model leverages domain excellence to drive scaled cost-efficient delivery. We do that by delivering our services with a balance between cost and capability; increasing productivity through optimized processes and tools; and upholding company standards, policies, and practices. GSS touches virtually every aspect of the General Mills enterprise, including Employee Services, Business Services, Global Workforce Solutions, and Global Data Governance Services.

For more details about General Mills please visit this Link

Purpose of the role

At General Mills, the Administrative Services Team is a strategic business partner that helps teams work effectively, move with agility, and deliver strong business results. We create value by building strong partnerships, developing talent, and strengthening capabilities that help our people and business win together.

The Executive and Administrative Specialist – GIC Mumbai is a newly created role that provides a blend of dedicated executive support and broader administrative support for the General Mills India Center (GIC). This role will support the VP of GSS in a dedicated capacity for approximately 0.5 FTE, while also providing flexible administrative support across the broader GIC team for the remaining 0.5 FTE, based on business needs.

This role is ideal for a highly organized, proactive, and service-oriented professional who can build strong partnerships, manage competing priorities, and adapt quickly in a dynamic global environment. The person in this role will create clarity, continuity, and efficiency for leaders and teams while contributing to a connected, high-performing culture.

KEY ACCOUNTABILITIES

• Executive Support
• Provide high-quality administrative support for VP-level leadership, including complex calendar management across time zones
• Coordinate onsite and virtual meetings and events, including logistics, room and technology setup, agendas, pre-reads, and follow-up materials
• Plan and coordinate domestic and international travel, including itineraries, lodging, transportation, and visa or passport support as needed
• Prepare, submit, and reconcile expense reports in alignment with company policies
• Create, format, and proofread documents and presentations to ensure accuracy, clarity, and a polished professional appearance
• Maintain organizational charts, distribution lists, team contact information, and collaboration sites for supported functions
• Proactively optimize schedules, meeting rhythms, and travel plans for efficiency and effectiveness
• Anticipate needs, exercise sound judgment, and handle sensitive information with professionalism and discretion
• Broader Administrative and Cross-Functional Support
• Provide flexible administrative support across the GIC team in response to business needs
• Partner closely with Administrative Assistants and peers across the Admin Services COE to ensure continuity of support, collaboration, and service excellence
• Support administrative work such as reporting, data entry, expense processing, document preparation, printing, scanning, shipping, and coordination of team materials as needed
• Provide on-site support for leaders, Virtual Assistants, and remote colleagues, including meeting room readiness, printed materials, and logistical coordination
• Serve as a power user and point of contact for key administrative tools and technologies, including Microsoft Office, Outlook, Teams, SharePoint, and expense and travel tools
• Help establish clear and effective ways of working by improving processes, standardizing templates, and leveraging technology to drive consistency and efficiency
• Maintain consistency in tone, branding, and content in line with GIC and General Mills communication expectations
• Support light-touch governance and data integrity through accurate documentation, coordination, and attention to detail
• Stakeholder Engagement and Special Projects
• Build strong, trust-based partnerships with leaders, peers, and cross-functional partners across the organization
• Deliver professional, responsive, and high-quality support in interactions with internal and external stakeholders
• Contribute to a connected team environment by collaborating effectively, sharing knowledge, and supporting smooth execution across teams
• Lead or support special projects and initiatives such as process documentation, event coordination, capability-building efforts, and GIC-wide activities
• Demonstrate a learning mindset and agility by adapting to changing priorities, new tools, and evolving business needs
• Perform other responsibilities and special projects, as assigned, to support business priorities

MINIMUM QUALIFICATIONS

• Minimum Qualifications
• Minimum 4 years of relevant administrative, coordination, or business support experience
• Experience supporting senior leaders and/or multiple stakeholders across time zones
• Strong proficiency with Microsoft Office tools, including Outlook, PowerPoint, Word, and Excel, and ability to use technology effectively in support of business processes
• Strong verbal and written communication skills, including fluency in English
• Strong planning and organizational skills, with high attention to detail and follow-through
• Demonstrated ability to think proactively, manage multiple priorities, and adapt to changing work demands in a dynamic global environment
• Strong customer service orientation with a positive, professional, and solutions-focused approach
• Strong partnership and collaboration skills, with the ability to work effectively and diplomatically with employees at all levels of the organization
• High degree of professionalism, integrity, and accountability in handling confidential information and sensitive matters
• Demonstrated ability to exercise sound judgment, solve problems, and work independently
• Demonstrated learning mindset, agility, and openness to change
• Proven ability to work effectively in a matrixed, global environment
• Role requires onsite presence a minimum of 4 days per week, 1 day remote support OR onsite day based on VP direction and business needs

PREFERRED QUALIFICATIONS

• Preferred Qualifications
• Associate’s or Bachelor’s degree in business, administration, or a related field
• Prior experience in a shared services, COE, or global capability center environment
• Experience working in a flexible support model or in an environment with shifting priorities and ambiguity
• Experience supporting process improvement, documentation, or administrative capability-building efforts

COMPANY OVERVIEW

We exist to make food the world loves. But we do more than that. Our company is a place that prioritizes being a force for good, a place to expand learning, explore new perspectives and reimagine new possibilities, every day. We look for people who want to bring their best — bold thinkers with big hearts who challenge one other and grow together. Because becoming the undisputed leader in food means surrounding ourselves with people who are hungry for what’s next.