General Mills Hiring for Executive Assistant, Admin Center of Excellence Job at Mumbai Full Time

India is among the top ten priority markets for General Mills, and hosts our Global Shared Services Centre. This is the Global Shared Services arm of General Mills Inc., which supports its operations worldwide. With over 1,300 employees in Mumbai, the center has capabilities in the areas of Supply Chain, Finance, HR, Digital and Technology, Sales Capabilities, Consumer Insights, ITQ (R&D & Quality), and Enterprise Business Services. Learning and capacity-building is a key ingredient of our success.

Job Description:
Shift Timing: 11 AM to 8 PM

Core Responsibilities (50%)

 Calendar Management

Keeping a tab of appointments, meetings etc.

Schedule appointments, and maintain and update supervisors’ daily calendar Resolving conflicts especially in conference room reservations

Proactively reschedule meetings/conflicts depending upon priorities

Global time zone based meeting management

 Visitor’s Management

Co-ordination with the Hotel reconfirming their room reservations, airport transfers etc. Seating arrangement for Visitors

Intimation to Facilities Team for making various arrangements Conference / meeting rooms reservations to be made in advance Food and beverages to be arranged considering dietary requirements Ground transport co-ordination

Arrangements for any external meetings, lunches, dinners etc.

 Travel Booking Tracking trip estimates Booking Travel Tickets

Creating personalized travel itineraries

Assisting with online check-in and boarding pass Managing last minute change / cancellation request

Independent correspondence with key stakeholders especially when they visit

 Expense management (Concur knowledge will be preferred)

Timely reminder to the leader for sharing the receipts Creating expense reports

Timely submitting expense reports on behalf of clients Ensure expense receipt storage and filing

Co-ordinate with expense audit reporting team Ensuring to seek approval

Inform completion of task to leader

 Coordination

Co-ordinating for visa appointment and other related support

Co-ordinating with airlines to avail added upgrades for frequent flyers

Contacting hotels or vendors for invoices and expense filing

Co-ordinate with expense audit reporting team

Co-ordinating for meeting logistics (Ground transportation, Group airfare, Catering, Dept celebrations etc.)

Teams owner – updating channels with new/old personnel. Some OU’s have 20 different Teams channels that require a lot of up keep

Collaborate with the vendors for any business need

Co-ordinating with external partner companies or/and guests on behalf of leader

Secretarial tasks (40%)

Content write-ups

Summary drafting

Advance PPT/Data presentation

Meeting Agenda creation & maintenance

Creating MOM being present in meetings (virtual/live)

Setting up Training and Offiste/Onsite

Owning and delivering of staff meeting agendas

Sending out emails to attendees for input/pre work and taking meeting minutes

Owning follow-up moves of meetings

Manage complex office administrative work requiring the use of independent judgment and initiative

Drafting letters, responding to e mails

Team building or culture building for leaders’ teams (fun events, Happy hours, or holiday gatherings)

Maintaining and managing any material or events that may be for external board of directors or keynote speaking engagements or TV appearances

Drafting and potentially sending out emails on leaders’ behalf

Supporting ongoing Client’s needs, doing necessary follow-ups, tracking regular Project status & sharing updates

Customer feedback management, providing insights/solutions to Customer Satisfaction scores and metrics

Planning, assigning, and monitoring work tasks for optimum team efficiency.

Managing repositories for project logs, source files, files and project folders

Data reporting tools (Tableau, excel etc.)

Maintain confidentiality of highly sensitive information

Additional Admin Responsibilities & Miscellaneous (10%)

Create and update distribution list / maintenance

Doc Routing

Creating Invite Letter /visitor badge / visitor info

Ordering print requests / Business cards

Arranging gifts/meals for teams

Collecting articles and images

Creating and editing documents

Competencies:
Short hand typing

Excel – Pivot, VLOOKUP,

Basic to Advance PPT

Word

Behavior required for job

Fluent communication both verbal and written

Organized mindset

Maturity

Ability to work both independently and collaboratively

Bringing ideas forward for improvement

Demonstrated capability of managing multiple tasks/projects simultaneously

Accuracy, detail-oriented, attention to details

Strong orientation to customer service

Integrity

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.