Job Description

We are hiring for Associate - Operations role focused on driving seamless team operations, event management, and administrative coordination across the organization. The position involves planning and executing internal and external events, managing conference logistics, travel and visa coordination, contract and vendor management, and supporting financial and operational processes. The role also contributes to strengthening internal communication and team culture through engagement initiatives, newsletters, and collaborative programs, while maintaining trackers, dashboards, onboarding records, and operational reporting to ensure smooth day-to-day functioning and effective stakeholder coordination.

Location: Mumbai
Duration: 1 year (Extendable based on performance and project
requirements)

What you will do:

Internal Coordination & Communication

• Support the planning and execution of internal events, including team-building initiatives, workshops, and organizational celebrations.

• Coordinate external engagements such as conferences, client events, networking forums, and representation opportunities.

• Develop detailed event plans, timelines, checklists, and logistical frameworks to ensure smooth delivery.

• Manage vendor coordination, venue bookings, catering, and event materials, ensuring quality and cost efficiency.

• Provide on-ground event support to ensure seamless execution and a positive participant experience.

• Contribute to the creation and dissemination of internal communication content, including newsletters, updates, and engagement campaigns.

• Maintain and regularly update internal communication platforms (emailers, messaging channels, etc.).

• Ensure timely dissemination of information related to events, training programs, and key organizational updates.

Conference, Contracts & Travel Support

• Coordinate logistics for domestic and international conferences, workshops, and events, including venue, catering, equipment, and translation services where required.

• Provide end-to-end travel and visa coordination support for team members and participants.

• Support financial processes related to events and conferences, including participant travel and logistics budgeting.

• Manage event invitations, registration processes, and attendee communications.

• Process and maintain documentation related to contracts, agreements, sub-grants, work authorizations, and purchase orders (via Workday or relevant systems).

• Track and monitor contract performance against agreed deliverables and timelines.

• Liaise with partners to ensure clarity and compliance with contractual requirements.

• Maintain documentation and reporting throughout the lifecycle of contracts.

• Process invoices and payments in alignment with organizational policies and compliance standards.

Team Operations & Enablement

• Support the design and execution of employee engagement initiatives, including recognition programs, team outings, and wellness activities.

• Contribute to building a collaborative and inclusive team culture through thoughtfully planned engagement efforts.

• Collect and analyze employee feedback to continuously improve engagement strategies and workplace experience.

• Maintain accurate records of engagement activities, events, and communication initiatives.

• Track participation metrics and generate insights to improve future initiatives.

• Develop dashboards and reports to reflect engagement levels, team effectiveness, and operational success.

General Administration

• Coordinate and schedule team meetings, ensuring smooth logistics and documentation where required.

• Maintain and update staffing information, including onboarding records for new hires and interns.

• Support recruitment coordination and onboarding processes as needed.

• Manage and update program, departmental, and organizational trackers.

• Provide general administrative and operational support as required.

​ What you will need:

• Bachelor's degree in business administration, Finance, Communications, Human Resources, Event Management, or a related field.

• 2–5 years of relevant experience in operations coordination, event management, internal communications, or program support (experience in nonprofit/impact sector is an advantage).

• Demonstrated experience in planning and executing events, workshops, or conferences (virtual and in-person).

• Familiarity with contract management, vendor coordination, and basic financial processes (invoicing, budgeting, or procurement).

• Ability to manage multiple priorities, work across teams, and deliver within tight timelines.

• High attention to detail, with strong documentation and reporting skills.

• Accurate tracking, reporting, and operational discipline

• Stakeholder coordination and vendor management

• Financial and contract management understanding

• Proficiency in tools like MS Office, Google Workspace, and coordination platforms (e.g., Workday or similar systems)