Executive Assistant

AUSTER WIP PRIVATE LIMITED; New Delhi; On-site; INR 600,000 - 960,000; Full time

Job summary

Boxout.fm Private Limited in New Delhi seeks an experienced Executive Assistant to support senior executives. The role covers calendar management, meeting coordination, travel planning, and high-level communications. You will organize Google Drive, assist with partnerships and outreach, and aid in budget and document preparation.

A proactive, discreet professional who can multitask is ideal. The position requires 3–5 years of executive support experience, a Bachelor's degree (preferred), and

Qualifications

• Bachelor's degree in business administration or related field preferred.
• 3–5 years of experience in an executive support role.
• Strong organizational and prioritization skills with multitasking ability.
• Excellent written and verbal communication, high discretion and confidentiality.
• Proficiency in Microsoft Office and Google Workspace; ability to work independently and in a team.
• Flexibility to adapt to changing circumstances; experience in project management and/or event planning is a plus.

Responsibilities

• Provide high-level administrative support to senior executives.
• Manage schedules, meetings, and travel arrangements.
• Coordinate internal and external communications; draft letters, memos, and reports.
• Organize Google Drive and maintain a structured filing system.
• Assist with partnerships, outreach, and various projects.
• Prepare budgets, expense reports, and other financial documents.
• Anticipate executive needs and handle ad-hoc tasks with discretion.
• Monitor and maintain executive files and documentation.

Skills

Organizational skills

Communication skills

Multitasking

Team collaboration

Discretion & confidentiality

Adaptability

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office Suite

Google Workspace

Job description

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.
• 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