Title: Receptionist cum Secretary

Location: HRC, Janakpuri, Delhi

JOB SUMMARY

1. Serve as the primary representative, professionally managing front-desk operations, visitor receptions, and multi-line telephone communications.
2. Provide comprehensive executive secretarial and administrative support.
3. Plan, coordinate, and organise domestic and outstation visits, travel itineraries, ticketing, and accommodations for executive leadership and teams.
4. Draft and process all office correspondence, documentation, minutes of meetings, and maintain structured systems.
5. Coordinate official daily schedules, calendar engagements, meetings, reminders, and departmental communications.
6. Support general corporate office management, dispatch/courier operations, and cross-functional administrative/HR activities.

MAIN DUTIES AND RESPONSIBILITIES

Front Desk & Telephone Management

- Manage reception operations, greet visitors, screen inquiries, and maintain front-office decorum and visitor passes/registers.
- Operate the telephone/EPABX console: prompt screening, call routing, and logging clear and concise telephone messages.
- Supervise incoming and outgoing mail, couriers, and dispatches; maintain accurate dispatch and receipt registries.
- Ensure a welcoming, organized, and clean environment across the front-office reception and executive waiting areas.

Secretarial & Executive Support to Chief Executive

- Maintain and organize the Chief Executive’s appointment calendar, official engagements, and provide regular reminders.
- Screen and process executive mail, correspondence, and actionable documents.
- Draft routine correspondence, circulars, meeting minutes, and compile executive presentations and reports.
- Facilitate document clearances, proposal/document and office orders.

Outstation Travel Coordination & Itinerary Planning





- End-to-end planning and booking of domestic and outstation field visits, including flight/train tickets, cab rentals, and guest house/hotel accommodations.
- Prepare detailed, time-bound travel itineraries including contact points, field visit schedules, and local meeting itineraries.
- Liaise with outstation project centres, regional managers, and partner agencies prior to field visits to ensure seamless logistical support.
- Process travel expense statements, invoices, and advance reconciliations promptly following trips.

Records Management & Office Administration

- Establish, organise, and maintain systematic paper and digital filing systems for easy information retrieval.
- Ensure high standards of confidentiality, discretion, and data integrity regarding executive documents and institutional affairs.

Cross-Functional & HR Support

- Coordinate logistical arrangements for internal meetings, board gatherings, workshops, and staff celebrations.
- Undertake additional duties and assignments as directed by the management.

KEY SKILLS & COMPETENCIES

- Communication: Fluent and articulate written and verbal communication in English and Hindi.
- Front-Office Etiquette: Polished front-office presence, pleasant demeanour, active listening, and conflict resolution.
- Organisation & Planning: Exceptional multitasking, schedule management, and detailed travel itinerary planning.
- Discretion & Confidentiality: Uncompromising integrity and trustworthiness in dealing with executive-level confidential information.
- Computer & Technical Skills: Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), EPABX systems, and travel booking platforms.
- Sector Orientation: Proactive initiative, flexibility to adapt to changing priorities, and solid commitment to social development.
- Some understanding of the development sector/CSR will be an added advantage.

*Last Date to Apply: 31/10/2026

📌 Receptionist cum Secretary - Head Office, New Delhi
🏢 Deepalaya
📍 Delhi