Executive and Administrative Specialist

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 another and grow together. Because becoming the undisputed leader in food means surrounding ourselves with people who are hungry for what’s next.​




JOB OVERVIEW

The Executive and Administrative Specialist Mumbai will provide executive support to the VP of GSS and flexible administrative support across the GIC team. The ideal candidate is organized, proactive, adaptable, and service-oriented, with strong partnership and prioritization skills.

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 QUALIFICATION

• Minimum 10 years of relevant administrative, coordination, or business support experience, including support for senior leaders and stakeholders across time zones

• Strong proficiency in Microsoft Office tools and technology-enabled business processes

• Excellent verbal and written communication skills, including fluency in English

• Strong planning and organizational skills, attention to detail, follow-through, and ability to manage changing priorities

• Positive, professional, customer-focused, and solutions-oriented approach

• Strong collaboration and partnership skills, with the agility to work effectively in a matrixed, global environment

• High integrity and professionalism, sound judgment, confidentiality, independent problem-solving, and a learning mindset; onsite at least four days per week with flexibility for an additional day

PREFERRED QUALIFICATIONS

• Associate 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




ELIGIBILITY

Applicants must meet minimum age qualifications in the country in which the job is located.