Head of Operations & Events IIT Bombay Alumni Association (IITBAA) About IITBAA and the Mission The IIT Bombay Alumni Association (IITBAA) is a premier global network of over 60,000 alumni worldwide. As IITBAA marks 25 years of global impact, it is entering its most ambitious chapter yet: the Silver Jubilee (SJ) and the move to "IITBAA 2.0", with the goal of becoming a Top 10 global alumni body and engaging 20,000+ alumni across 2026-27. IITBAA runs a constant calendar of alumni events: flagship gatherings, lectures and conversations, and multi-city, multi-day programmes run in parallel by chapters across India and overseas. Behind every one of them sit registrations, volunteers, vendors, sponsors and data. Today much of that work is spread across different forms, portals and spreadsheets. We are hiring a senior leader to own all of it. This is not a coordinator role and not a single-project role. You will build and run the operating engine for the entire Association. The Role The Head of Operations & Events is the senior operational leader of IITBAA. You will be accountable for how the Association runs day to day and for how every alumni event is planned, delivered and measured, from the Silver Jubilee down to a chapter meet-up. You will build the systems, team and vendor base that let the Association scale its events and engagement without relying on heroics. Role at a Glance
• Position: Head of Operations & Events
• Reports to: CEO, IITBAA
• Works closely with: Silver Jubilee Mission Lead, SJ Core Committee, Chapter leadership, IITB, IITB Heritage Foundation (USA)
•

Location:
IIT Bombay Campus, Powai, Mumbai
• Employment: Full-time
• Start date: Within 4 weeks.
• Compensation: Senior leadership band, open for discussion and to be finalised with the hire

Key Responsibilities
I. Association-Wide Operations and Governance Operating model: Own and run IITBAA's operations end to end, including processes, policies, SOPs, calendars, and internal controls that keep the office running smoothly and audit-ready. Strategic planning: Translate the CEO's strategy into an annual operating plan, with owners, milestones, budgets and risks for every workstream. Committee governance: Run a rigorous cadence of reviews with the CEO, Core Committee and other high-powered alumni committees: agendas, decisions, action tracking and escalation. Risk and compliance: Anticipate operational, reputational, safety and legal risks across events and programmes, and put mitigation plans in place. II. Events and Experience Portfolio Event strategy and calendar: Own the full calendar of IITBAA events for the year, covering flagship events, the Silver Jubilee programme, thought-leadership sessions, community programmes and chapter events. End-to-end delivery: Make sure every event has a clear brief, budget,



run-of-show, risk plan and post-event review. Be personally accountable for the flagship events. Event playbooks: Build reusable playbooks, checklists and templates so chapters and volunteers can run quality events consistently anywhere in the world. Agency and vendor ecosystem: Select, contract and supervise event management agencies, venues, production and hospitality vendors. Hold them to deliverables, quality and cost. Attendee

experience:
Own registration, communication, on-site experience and follow-up, so every alumnus has a smooth experience and a reason to return. Measurement: Report on attendance, repeat participation, new and dormant alumni reactivated, satisfaction and cost per attendee for every event. III. Chapter and Volunteer Network Chapter enablement: Act as the operational bridge between the Secretariat and chapters in India and overseas, giving them tools, guidance and support, and keeping local plans aligned to the central roadmap. Multi-city programmes: Coordinate events that run simultaneously across many cities and time zones, from planning and communication through to consolidated reporting. IV. Partners, Sponsors and Stakeholders Leadership engagement: Be a trusted point of contact for the CEO, Mission Lead, Core Committee, IITB, IITB Heritage Foundation (USA) and chapter heads. Sponsorship operations: Support the CEO and Mission Lead in prospecting, pitching and closing sponsors, and own the delivery of every sponsor commitment so partners get the visibility, access and return they were promised. Institutional relationships: Maintain working relationships with IIT Bombay departments, campus administration and external partners needed to run events smoothly. V. Data, Systems and Insight Single source of truth: Bring registration, attendance and alumni records from different forms, portals and spreadsheets into one clean, de-duplicated system, so the Association can see which alumni attend what, and who has never been engaged. Data governance: Set standards for data quality, privacy and consent in line with applicable law. VI. Team Leadership Build and lead the team: Hire, coach and develop managers, executives and coordinators, set clear goals, and create a culture of ownership and accountability. Scale without heroics: Replace last-minute scrambling with planning, delegation and systems, so the Association can run more and bigger events with the same quality.



Candidate Profile and Requirements Must have

Experience:
12+ years in operations, programme and event management, with at least 5 years leading teams and owning budgets. Experience running large-scale, multi-location events or programmes is essential. Leadership: Proven ability to build teams, processes and systems from an unstructured starting point. Stakeholder management: Comfortable working with senior, high-profile volunteers and committees, and managing up to a CEO and board-level audience. Able to influence without formal authority. Commercial and vendor

skills:
Strong negotiation and vendor management skills, including contract and budget discipline. Experience supporting sponsorship or partnership delivery is a strong plus. Communication: Exceptional written and verbal communication. Systems and data: Fluent in project management and tracking tools, and comfortable with data, dashboards and CRM or database platforms.

Education:
Bachelor's degree required; MBA or equivalent is a plus. Good to have Experience in alumni associations, non-profits, membership bodies, universities or qualified communities. Experience coordinating global or multi-chapter volunteer networks across time zones. Familiarity with IIT Bombay or the wider IIT alumni ecosystem. Mindset Builder, not maintainer: someone who is energised by creating structure where there is none. Resilient and high-energy, and calm under pressure when timelines are tight and visibility is high. Diplomatic with volunteers, firm on standards, and equally comfortable in a boardroom and on an event floor. Appointment Details and Logistics Duration: Full-time appointment with IITBAA. During 2026-27 the initial focus will be the Silver Jubilee of the Association and the establishment of the operating model. Schedule: The role works closely with global volunteers and chapters. Willingness to work weekends and outside standard hours around major events and committee meetings is expected, and occasional travel may be required.

How to Apply
Send your CV and a short note on a large event OR operating processes you built and what changed because of it to [email protected] with the subject line "Head of Operations & Events". Even if you do an "Easy Apply", please do send a short note on a large event OR operating processes you built and what changed because of it to [email protected] Recruiter's Note on Persona This is not a role for a coordinator. We are looking for someone who can both Build and Run: a leader who earns the trust of some of the most accomplished people in the world, speaks the language of milestones, ROI and impact, and turns a large, passionate volunteer community into a well-run, scalable institution.

📌 Head of Operations (Mumbai)
🏢 IIT Bombay Alumni Association (IITBAA)
📍 Mumbai