Job Description:
About Accelerate Indian Philanthropy
AIP was launched in 2021 with a bold vision: to see personal philanthropy drive Indias transformation. AIP collaborates with Ultra-High-Net-Worth Individuals (UHNIs) and their families, both within India and across the diaspora, with the mission to inform, influence, and inspire them to give more, give sooner, and give better. Over the last 3 years AIP has rapidly grown into a movement with over 40 prominent individuals driving our network as Core Founders and Founders,amplifying our impact and reach.
With a team of 13 full-time experts, AIP leverages its deep knowledge of UHNI philanthropy to engage with a diverse community of philanthropists in creating meaningful change. Weve curated a rich collection of case studies and insights from diverse philanthropic journeys, covering a wide range of sectors and theories of change.
AIP is driven by the belief that Indias wealth creators are eager to make a difference. We see immense potential for personal philanthropy to grow exponentially from current levels, and we are committed to making that vision a reality.
Position Summary
The Associate/Senior Associate, AIP Team Operations & Administration professional is a pivotal, cross-functional role responsible for ensuring the operational excellence and integrity of our non-profit organization. This position requires a proactive, solutions-oriented self-starter who is passionate about our mission and can seamlessly manage day-to-day administrative duties while also overseeing strategic initiatives, including high-profile donor events and the management of our Management Information Systems (MIS) and Customer Relationship Management (CRM) tools. The ideal candidate will be a meticulous planner and a "people-person" with a deep understanding of the unique legal and compliance landscape governing Indian non-profits, particularly the Foreign Contribution (Regulation) Act (FCRA). This role is the operational anchor of our organization, tasked with building and maintaining the infrastructure that enables our team to deliver maximum impact.
Responsibilities
1. Administrative and Operational Management
Serve as the primary point of contact for staff, vendors, and external partners, providing responsive and professional support.
Manage daily office operations, including maintaining a professional and organized office setting.
Perform administrative duties such as handling correspondence, scheduling meetings and managing calendars, preparing documents, and assisting with team support.
Manage supply inventory by ordering and restocking essential items (e.g., office, marketing, and supplies).
Oversee travel arrangements and manage relationships with third-party vendors, ensuring all procurement aligns with the organization's standards for cost, quality, and timeliness.
Implement and contribute to the development of best practices and standard operating procedures to improve operational efficiency.
Work collaboratively with team members across departments, including Outreach, Knowledge, Brand & Communications, HR & Recruitment, and Finance & Accounts, to support organizational goals and initiatives.
2. Financial and Statutory Compliance
Support the finance team by processing invoices, tracking expenses, and maintaining budget records.
Assist with budget creation and compiling financial information, aligning cash flow and budgets with project plans.
Ensure full compliance with all relevant legal frameworks, including the Foreign Contribution (Regulation) Act (FCRA), the Societies Registration Act, and the Indian Income Tax Act.
Assist with the meticulous preparation and timely submission of statutory filings, such as the annual FC-4 return for foreign contributions.
Verify that foreign contributions are received exclusively in the designated FCRA bank account at the State Bank of India in New Delhi and that administrative expenses from these funds do not exceed the 20% cap.
Maintain accurate records and ensure compliance with 12A and 80G registrations, which are critical for securing tax exemptions for the organization and tax deductions for donors.
Ensure that no foreign funds are transferred to other organizations, regardless of their FCRA status.
3. Event Management and Donor Relations
Plan, organize, and manage strategic, high-profile events, including convenings and networking events for Ultra High-Net-Worth Individuals (UHNIs) and other key stakeholders.
Define event goals, set a realistic budget with a contingency fund, and identify the target audience for all events.
Coordinate all event logistics, from creating budgets and setting goals to selecting venues, securing permits, and managing vendors, transportation, and security.
Execute a comprehensive post-event strategy, including sending personalized thank-you notes within 24 hours and providing impact reports to reinforce donor commitment.
Possess a strong understanding of philanthropic etiquette and cultural nuances for effective engagement with high-value donors, demonstrating the organizations integrity and professionalism at all times.
4. MIS & CRM Management and Reporting
Serve as the administrator for the organization's Management Information Systems (MIS) and Customer Relationship Management (CRM) platforms.
Maintain and update accurate donor records, including giving history, communication logs, and event attendance, to enable personalized engagement and improve donor retention.
Leverage CRM functionality to support donor segmentation data for targeted communication and generate reports for leadership on Founder sign-ups progress, campaign effectiveness, and key performance indicators.
Utilize CRM automation features to streamline routine administrative tasks, such as sending thank-you emails and generating Founder Acknowledgement Letters, to free up staff time for mission-critical work.
Qualifications and Candidate Profile
Experience: 2-5 years of proven success in an operations management or senior administrative role, preferably within the non-profit sector in India.
An analytical and solutions-oriented thinker with the ability to work independently, manage data collection for key metrics, and conduct research such as market sizing to inform strategic planning and evaluate the organizations impact.
A focused self-starter with a meticulous attention to detail and the ability to adapt, work independently to manage multiple projects, meet deadlines, and thrive under pressure.
Excellent communication, interpersonal, and customer service skills, with a positive and people-oriented demeanour.
Highly tech-savvy with a working knowledge of CRM systems and contemporary tools such as Generative AI, and an ability to quickly learn new software and databases.
Unquestionable integrity, a sense of accountability & responsibility, and the ability to handle confidential donor and financial information with the utmost discretion.
What we have to offer
We provide a contemporary approach to benefits, including competitive compensation that reflects your skills and experience. We prioritize work-life balance to optimize mental and physical health and foster a diverse, equitable, and inclusive work culture.