Administration Assistant

Location
Mumbai, Maharashtra
 
Full job description
We're Hiring: Admin Executive Assistant (Female Candidates Only)

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

Manage phone calls, emails, and messages on behalf of the MD
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.

Website: www.talismanindia.com

YouTube: Watch Our Story

Instagram: @talismanawards

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

admin@talismanindia.com

++1 ++673 4++34

Job Type: Full-time

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

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