Administration Assistant

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

[email protected]

+91 99673 49934

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