About this opportunity

Location: New Delhi, India
Company: Boxout.fm Private Limited
Type: Full-time

Boxout.fm Private Limited, founded in November 2016, is a multifaceted organization based in New Delhi, India, focused on promoting alternative music and its related cultures. As a people-first organization, we bring communities together through our diverse range of offerings:

Boxout.fm – the online radio station (ceased operations in 2021)
Event and festival organizer – including weekly event Boxout Wednesdays and Jazz Weekender music festival
Creative agency and artist management – DistrictIndia.com, providing creative services and talent representation
Label group – managing a range of record labels to support emerging and established artists
Partnerships and cultural entity – fostering connections and collaborations with like-minded organizations to drive cultural growth

With our commitment to creating an inclusive environment and fostering connections among diverse communities, we are embarking on a new phase of growth and office rebuilding.

We are seeking dedicated team members to join us in our mission to champion alternative music and culture in India and South Asia.

We are an equal opportunity employer, celebrating diversity and striving to create an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sexual orientation, gender, gender identity, age, physical disability, or length of time spent unemployed.

Key responsibilities:

The Executive Assistant will play a crucial role in maintaining the smooth operation of the executive office by providing high-level administrative support to our senior executives. The successful candidate will be responsible for managing schedules, coordinating meetings, maintaining communication, and assisting with various projects, including Google Drive organization, partnerships, and outreach, among others.

Schedule Management:

Coordinate and manage the executive's calendar, including scheduling appointments, meetings, and conference calls.
Ensure that the executive is prepared for all meetings by providing necessary materials and information.
Make travel arrangements, including booking flights, accommodations, and transportation.

Communication:

Act as a liaison between the executive and internal and external stakeholders, ensuring effective communication and collaboration.
Manage incoming and outgoing correspondence, including emails, phone calls, and mail.
Draft and edit letters, memos, reports, and presentations as needed.

Meeting Coordination:

Organize and prepare materials for meetings, including agendas, presentations, and minutes.
Coordinate with relevant stakeholders to ensure all participants have necessary information.
Arrange and manage catering, venue, and technical requirements for meetings and events.

Google Drive Organization and Sorting:

Manage and maintain the organization of all documents, files, and folders within Google Drive.
Ensure easy access and retrieval of information by implementing and maintaining a structured filing system.

Partnerships and Outreach:

Identify potential partnership opportunities and initiate contact with relevant organizations.
Support the development and execution of partnership agreements, including drafting proposals and managing communication.

Boxout.fm Recordings Label Manager:

Oversee the management of the Boxout.fm recordings label, including coordinating with artists, tracking release schedules, and ensuring timely delivery of assets.
Collaborate with the marketing team to promote releases and maintain brand consistency.

Third-Party Dealings:

Coordinate and manage relationships with external agencies, ensuring clear communication of requirements and expectations.
Monitor and evaluate the performance of external agencies and provide feedback as necessary.

DJ Bookings Management and Outreach:

Manage the booking process for DJs, including researching potential talent, initiating contact, and negotiating contracts.
Coordinate with venues and event organizers to ensure a seamless booking experience and efficient communication.

Project Support:

Provide support on various projects and initiatives, including research, data analysis, and report generation.
Manage and maintain executive files and documentation, ensuring confidentiality and organization.
Assist in the preparation of budgets, expense reports, and other financial documents.

Miscellaneous Tasks:

Anticipate the needs of the executive and proactively address them, ensuring maximum efficiency.
Perform any other ad-hoc tasks as required by the executive, including personal errands and support.

Requirements:

Bachelor's degree in Business Administration or related field (preferred but not required)
3–5 years of experience in an executive support role
Strong organizational and the ability to prioritize and multitask
Excellent communication skills, both written and verbal
High level of discretion and confidentiality
Proficiency in Microsoft Office Suite (Word, Excel, Powerpoint) and Google Workspace
Ability to work independently and as a part of a team
Flexibility to adapt to changing circumstances and a willingness to take on new challenges
Experience in project management and/or event planning is a plus

To apply:

Click “apply now” and send us these documents:

Your resume, cover letter, and any relevant supporting documents
In your cover letter, detail your experience with managing daily, weekly, monthly, and quarterly tasks
Explain your ability to create and maintain a structured routine

We appreciate all applications, but only shortlisted candidates will be contacted for an interview.

auster

Executive Assistant