Executive Assistant, Admin Center of Excellence

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. 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.