Administration Assistant

Location: Charni Road, Mumbai

Full-Time | Monday to Saturday | 10:00 AM - 6:00 PM

Reports to: Managing Director

Company: Talisman Awards

About the Role:
Talisman Awards is seeking a dynamic and detail-oriented Admin & Executive Assistant to support our Managing Director and leadership team. This role requires someone with exceptional organizational and communication skills who can manage day-to-day office operations and executive-level coordination with professionalism and discretion.

Key Responsibilities:
Calendar & Scheduling
- Manage the daily calendar of the MD, prioritizing meetings and appointments
- Coordinate internal and external meetings, reviews, and catch-ups

Travel & Logistics
- Arrange travel itineraries including flights, hotels, transport, and visa coordination for both domestic and international travel

Communication & Correspondence
- Follow up on pending actions, set reminders, and handle correspondence efficiently

Documentation & Reports
- Assist in preparing reports, business documents, presentations, and meeting briefs
- Format and proofread documents for clarity and accuracy

Meeting Support
- Prepare meeting agendas, circulate invites, take minutes, and track follow-ups
- Set up meeting rooms, coordinate logistics and ensure everything runs on time

Data & Record Management
- Maintain organized digital and physical files for easy access
- Manage the internal CRM portal and update information accurately

Expense Management
- Prepare and reconcile expense reports for the MD and temporary staff
- Handle petty cash, track reimbursements and follow up with accounts if needed. Liason with vendors for services and supplies.

Office Administration
- Monitor and order office supplies, ensuring optimal stock levels
- Coordinate with vendors for services, maintenance, and deliveries
- Maintain cleanliness and order in the workspace with the help of support staff

Project & Event Coordination
- Assist in ongoing internal and client projects, including timelines and logistics
- Support in the planning and execution of company events and meetings

Visitor Management
- Greet and assist visitors, ensuring a warm and professional environment
- Act as the point of contact between external vendors and the company

Ad-Hoc Research
- Conduct internet-based research as required to support the MD’s decision-making
- Summarize findings and compile information in a structured format

Confidentiality
- Handle sensitive business documents and confidential information with discretion
- Maintain professionalism at all times when dealing with internal and external stakeholders

Core Competencies:

- Proven experience as an administrative or executive assistant.
- Strong command over MS Office & Google Suite.
- Excellent verbal and written communication.
- Exceptional organizational and multitasking abilities.
- Ability to work independently and proactively.
- Discreet, trustworthy, and highly professional.

Educational & Experience Requirements:

- HSC or Graduate from a recognized institution
- Prior experience in a similar administrative or executive assistant role (preferred: 2+ years)
- Comfortable learning and navigating new software or systems

**Salary**:
Based on your last drawn salary and past experience.

Company Overview:
Talisman Awards is a leading manufacturer of bespoke trophies and recognition products with a legacy of over 25 years. From iconic awards to custom one, we design with purpose and precision.

YouTube: Watch Our Story

Address: Udyog Mandir 257/A, 2nd Floor, JSS Road, Girgaon, near Shiv Sena Office, Mumbai 400004

To Apply:
If you're ready to contribute to a growing legacy of excellence, send your resume and cover letter to:
Mrs. Elena Quadros

HR Executive - Talisman Awards

+91 99673 49934

Pay: ₹30,000.00 - ₹40,000.00 per month

Schedule:

- Day shift

**Language**:

- Hindi (preferred)
- English (required)

Work Location: In person

Expected Start Date: 04/07/2025