Operation Associate and Founders office

Organization:Vegan First

Location: Mumbai

Reporting To: Founder & Operations Lead

Functional Interface: Founder's Office, Department Heads, Finance, Sales, Marketing

This role is a central execution, project management, and coordination function within the Founder's Office. Reporting into the Operations Lead, you will ensure that projects, events, people operations, hiring, databases, registrations, and reporting move in a structured, timely, and predictable manner.

You will act as the single source of truth for master sheets, Gantt charts, trackers, databases, and hiring pipelines—ensuring leadership always has real-time visibility.

This role requires exceptional ownership, project management capability, data discipline, and absolute confidentiality.

You will have access to sensitive information related to people, hiring, compensation context, partnerships, finances, performance, and strategy.

All information must be handled with strict discretion. Any breach of confidentiality will be treated as a serious violation.

Objective: Drive structured execution across all events and organisational projects.

• Maintain and update Master Project Sheets across all initiatives
• Own and update Gantt Charts with:
• Department-wise tasks
• Dependencies, milestones, and critical paths
• Track deliverables across teams and follow up proactively
• Flag risks, delays, and resourcing gaps early to the Operations Lead

KRA:

• Always-current master sheets and Gantt charts
• Zero ambiguity on ownership or timelines
• Early escalation of risks

Objective: Ensure fast, organised, and high-quality hiring across all departments.

Job Planning & Advertising

• Coordinate with department heads to:
• Finalise role requirements and KRAs
• Draft and refine job descriptions
• Publish job openings across:
• Internal channels
• Hiring platforms
• Community and referral networks

Shortlisting & Interview Coordination

• Screen and shortlist resumes against role criteria
• Maintain Hiring Tracker with real-time status
• Schedule interviews across multiple rounds
• Coordinate interviewer availability
• Collect and document interview feedback

Decisioning & Offer Support

• Support hiring decision discussions
• Coordinate offer communication and documentation
• Track acceptances, declines, and joining timelines

Onboarding & Access Management

• Coordinate onboarding documentation
• Create onboarding checklists for each role
• Ensure:
• Folder and drive access
• Tools and system access
• SOPs and role documents are shared
• Track completion of onboarding milestones

KRA:

• Hiring pipelines always active and organised
• Roles closed within defined timelines
• Smooth onboarding with zero access gaps
• Positive candidate and employee experience

Objective: Build long-term institutional memory and outreach readiness.

• Create and maintain centralised databases for:
• Brands & sponsors
• Exhibitors
• Partners and collaborators
• Track:
• Contact details
• Past associations
• Commercial discussions
• Follow-up history
• Ensure data is clean, structured, and searchable

KRA:

• Accurate and usable databases
• No loss of historical relationship data
• Faster outreach and follow-ups

Objective: Ensure seamless, accurate registration tracking before events.

• Own registration master sheets for all events, especially VIC.
• Track:
• Ticket sales
• VIP registrations
• Speaker and partner registrations
• Coordinate with marketing and sales teams on:
• Daily and weekly registration trends
• Bottlenecks and drop-offs
• Ensure registration data readiness for on-ground teams

KRA:

• Clean, real-time registration data
• Zero last-minute confusion at check-in
• Clear visibility of audience mix

Objective: Keep operations tight and leadership supported.

• Reply on Founders behalf on necessary stakeholders.
• Schedule and coordinate meetings
• Track and close daily action items from Founder and Ops Lead
• Maintain daily hygiene of all trackers and gannt, and mastersheet

KRA:

• Zero missed follow-ups
• High responsiveness
• Professional stakeholder experience

Objective: Build execution rhythm and accountability.

• Set up task manager and integrate google sheets
• Plan weekly tasks across teams and update in task manager
• Set up and manage Weekly Sync Meeting (Monday)
• Review task progress every two days in task manager
• Circulate MOMs within 24 hours
• Follow up rigorously on pending tasks

KRA:

• ≥90% weekly task closure
• Clear accountability across teams
• Predictable execution cadence

Objective: Enable data-backed leadership decisions.

Weekly

• Collect weekly reports from all teams
• Update dashboards and share every Friday
• Update Weekly MIS
• Maintain hiring and leave trackers

Accounts

• Compile expense and sales data weekly
• Ensure MIS reflects accurately in Tally
• Reconcile Monthly MIS and Leave Tracker

KRA:

• 100% reporting accuracy
• On-time MIS and dashboards
• Alignment between operations and finance

Objective: Support leadership visibility and growth planning.

• Prepare End-of-Week dashboard review meetings
• Support monthly project planning
• Assist with:
• Monthly & Quarterly Investor Reports
• YOY event performance and profitability analysis
• Support hiring roadmaps and capacity planning

KRA:

• Investor-ready documentation
• Clear growth insights
• Action-oriented reviews

Objective: Build scalable internal systems.

• Update SOPs as processes evolve
• Maintain CRM and internal documentation
• Support basic office administration
• Coordinate team birthdays and work anniversaries

KRA:

• Process maturity
• Clean documentation
• Smooth internal operations

• Operations Lead has complete visibility across teams and timelines
• Founder operates with clarity, not follow-ups
• Hiring is structured, fast, and professional
• Events and projects move predictably
• No information, access, or task falls through cracks

• 3–6 years in operations, project management, Founder's Office, or program roles
• Strong with trackers, dashboards, and Gantt charts
• Experience managing hiring coordination end-to-end
• High ownership, detail-oriented, and discreet

Consistent high performance can lead to:

• Senior Operations Manager
• Program Lead
• Chief of Staff–track roles