Deepalaya
Website:
deepalaya.org
Job details:
Title: Receptionist cum Secretary
Location: HRC, Janakpuri, Delhi
JOB SUMMARY
- Serve as the primary representative, professionally managing front-desk operations, visitor receptions, and multi-line telephone communications.
- Provide comprehensive executive secretarial and administrative support.
- Plan, coordinate, and organise domestic and outstation visits, travel itineraries, ticketing, and accommodations for executive leadership and teams.
- Draft and process all office correspondence, documentation, minutes of meetings, and maintain structured systems.
- Coordinate official daily schedules, calendar engagements, meetings, reminders, and departmental communications.
- 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 strong commitment to social development.
- Some understanding of the development sector/CSR will be an added advantage.
*Last Date to Apply: 31/10/2026
Click on Apply to know more.
