Administration Assistant

Location
Charni Road, Mumbai, Maharashtra
 
Full job description
*About the Role:*

Talisman Awards is seeking a dynamic and detail-oriented Administration 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. Liasson 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

Job Type: Full-time

Pay: From ₹30,000.00 per month

Schedule:

Day shift
Language:

English (Preferred)
Work Location: In person

Expected Start Date: 15/07/2025