Roles & Responsibilities
Roles & Responsibilities for Bhindeshi Office Bearers and Executive Committee Members
Authority & Adoption
This document defines the duties, authorities, expectations, and performance standards of Bhindeshi’s Office Bearers and Executive Committee (“EC”) members.
This document is formally adopted pursuant to Article V of the Bhindeshi By-Laws and is binding on all Office Bearers and Executive Committee members.
In the event of any conflict between this document and the Bhindeshi By-Laws, the By-Laws shall prevail.
Document Details
Approved By: General Body of Bhindeshi
Approval Date: December 13, 2025
Effective Date: December 13, 2025
Version: 1.0
Office Bearers (OB) Team – Bhindeshi
(Includes President, Vice President, Secretary, Treasurer)
The OB team provides overall leadership, vision, and guidance to ensure Bhindeshi functions
smoothly, grows sustainably, and continues to serve the community with integrity.
General Roles & Responsibilities:
● Lead the planning, coordination, and execution of all Bhindeshi programs and
community events.
● Ensure all activities follow Bhindeshi’s bylaws, values, and operational guidelines.
● Promote teamwork, open communication, and smooth coordination among all
committees and EC members.
● Proactively identify needs, address concerns, and make timely decisions in the best
interest of Bhindeshi.
● Maintain transparency, professionalism, respect, and community spirit in all
organizational actions.
● Regularly monitor financial health, operational updates, and progress across ongoing
initiatives.
● Strengthen community engagement and serve as the primary point of responsibility and
leadership for Bhindeshi.
● At the beginning of the year, the Office Bearers (OB) must define and take ownership
of their respective departments, clearly identifying roles and responsibilities. They
should work closely with their assigned EC members throughout the year, providing
guidance, delegating tasks effectively, and ensuring accountability to achieve
successful execution of all departmental objectives.
President
The President serves as the Chief Executive Officer of Bhindeshi and provides leadership, direction, and oversight to ensure the smooth functioning and growth of the organization.
Key Responsibilities:
● Convene and preside over all meetings of the General Body and the Executive Committee (EC).
● Conduct regular EC meetings and ensure the committee is consistently informed about important issues, emerging priorities, and overall progress.
● Ensure that all decisions, resolutions, and directives of the EC are implemented efficiently and effectively.
● Oversee Bhindeshi’s operations and provide general supervision when the EC is not in session.
● Submit an annual report—approved by the EC—to the General Body on the activities and achievements of Bhindeshi.
Leadership & Governance:
● Lead strategic planning efforts and guide Bhindeshi’s direction in alignment with its mission and community goals.
● Foster teamwork, inclusivity, and a positive working culture within the EC and volunteer groups.
● Support financial oversight by working closely with the Treasurer on budgets, approvals, and financial decisions.
● Ensure compliance with Bhindeshi’s bylaws, policies, and legal obligations as a nonprofit organization.
● Facilitate smooth communication among EC members and with the community.
Community Engagement:
● Represent Bhindeshi at community events, meetings, and collaborative activities. ● Act as a spokesperson to strengthen Bhindeshi’s visibility, partnerships, and community relationships.
● Encourage member participation and engagement in programs, events, and volunteer initiatives.
Coordination & Execution:
● Delegate responsibilities appropriately to EC members and ensure timely follow-through.
● Support and guide team members in managing events, planning activities, and completing assigned tasks.
● Assist in conflict resolution and help maintain a cohesive and supportive working environment.
● Ensure seamless leadership transition through proper handover and onboarding of new EC members.
Vice-President
The Vice-President supports the President in leading Bhindeshi and ensures strong coordination, continuity, and smooth functioning of the organization’s activities and initiatives.
Key Responsibilities:
● Assist the President in implementing decisions, policies, and plans approved by the Executive Committee (EC).
● Preside over EC and General Body meetings in the absence of the President. ● Temporarily assume the President’s responsibilities if needed to maintain operational continuity.
● Provide guidance and support to EC members to ensure timely execution of tasks and events.
● Help coordinate communication between the President and committee teams. ● Step in to represent Bhindeshi when the President is unavailable.
Leadership & Collaboration:
● Work closely with the President, supporting strategic planning and organizational priorities.
● Encourage teamwork, accountability, and a positive working environment within the EC. ● Assist in monitoring progress of ongoing projects and events, ensuring that deadlines are met.
● Offer mentorship, support, and direction to committee leads and volunteers as needed.
● Provide insights and recommendations to the President and EC regarding improvements and community needs.
Event & Program Support:
● Collaborate with EC members to plan, organize, and execute events and initiatives. ● Ensure proper coordination among various teams to maintain flow and quality of events. ● Take ownership of specific projects or responsibilities when assigned. ● Proactively address operational challenges and support decision-making to keep activities on track.
Community Engagement:
● Support outreach efforts by engaging with community members and partners. ● Represent Bhindeshi at events, meetings, and community gatherings when delegated. ● Help strengthen relationships and promote greater participation within the community.
Treasurer
The Treasurer oversees Bhindeshi’s finances and ensures accuracy, accountability, and transparency in all financial matters.
Key Responsibilities:
● Collect membership dues and record all receipts, expenses, and transactions accurately. ● Deposit all funds received into Bhindeshi’s official bank account within two weeks of receipt.
● Maintain detailed, organized, and up-to-date financial records for audit and reporting purposes.
● Make disbursements strictly in accordance with the approved budget and EC authorization.
● Ensure the organization’s bank account(s) are held jointly in the names of the Treasurer and President (structure subject to final confirmation).
● Sign all checks issued on behalf of Bhindeshi and ensure that payments over $500 are co-signed by another authorized office bearer.
● Obtain the President’s approval for any payment exceeding $200 or 10% of an approved budget line item, whichever is higher.
● Prepare and present financial reports periodically to the EC and annually to the General Body.
● Support the President and EC in financial planning, budgeting, and monitoring of funds. ● Ensure financial compliance with relevant nonprofit and IRS requirements, including timely annual tax filing and any required state or federal reports.
● Work closely with the Corporate Matching EC Member and Sponsorship EC Member, as these roles are directly related to the organization’s financial matters.
● Identify new sponsors and track corporate matching contributions to strengthen Bhindeshi’s financial sustainability.
Secretary
The Secretary is responsible for maintaining Bhindeshi’s official records, ensuring effective communication, and supporting the smooth functioning of the organization.
Key Responsibilities:
● Record and maintain minutes of all Executive Committee and General Body meetings. ● Prepare and distribute meeting agendas and notices in coordination with the President. ● Keep records of bylaws, policies, membership, and official documents. ● Send regular emails and WhatsApp messages to share announcements and updates. ● Keep the community informed about all organizational activities, events, and important updates—big or small.
● Ensure all new Bhindeshi members are added to the mailing list by consolidating their contact information into the email marketing tool.
● Promote awareness of Bhindeshi’s email subscription option to ensure everyone can receive all official communications.
● Ensure compliance with organizational and legal requirements.
● Prepare and publish various sign-up forms and communications in a timely manner. ● Work closely with Executive Committee members for smooth coordination and execution of events.
● Collaborate with the Office Bearer (OB) team to make informed decisions and take proactive actions as needed.
● Take ownership of events or tasks as assigned, ensuring timely follow-through.
Executive Committee (EC) – Bhindeshi
The EC team works closely with the Office Bearers to support the smooth execution of Bhindeshi’s activities, programs, and community initiatives.
General Roles & Responsibilities:
● Assist in planning, organizing, and executing Bhindeshi events and activities. ● Support the OB team by completing assigned tasks efficiently and on time. ● Coordinate with volunteers and committees to ensure smooth operations during events. ● Maintain clear communication within the EC team and with the broader community. ● Uphold Bhindeshi’s values of harmony, inclusiveness, professionalism, and community service.
● Participate in regular meetings, share updates, and contribute to decision-making discussions.
● Take initiative, offer ideas, and provide constructive suggestions for improving Bhindeshi’s programs.
● Maintain accountability for specific roles or responsibilities assigned by the OB team. ● Help ensure event logistics—including setup, arrangements, and resource management—are completed as planned.
● Promote a positive, supportive, and collaborative team environment.
Executive Committee Departmental Responsibilities
Bhindeshi Logistics Executive Committee (EC) Member
The Logistics EC Member ensures that Bhindeshi’s events run smoothly, safely, and efficiently by managing all aspects of event operations. The logistics team is responsible for planning, coordinating, and executing the behind-the-scenes work that ensures the success of every Bhindeshi’s event.
Key Responsibilities:
● Ensures every event runs seamlessly by managing all logistical aspects — from searching and securing the right venue to coordinating setup, equipment, and vendor operations.
● Collaborate closely with venue management to finalize layouts, access, utilities, and ensure smooth event-day readiness.
● Oversees inventory management — keeps detailed records of organizational assets and ensures timely storage, transportation, and availability of materials.
● Leads and motivates volunteers during setup and teardown, ensuring every area runs efficiently.
● Plays a key role in delivering well-organized, safe, and successful events that reflect Bhindeshi’s community spirit.
Community & Cultural Executive Committee (EC) Member
The Community & Cultural EC Member helps nurture Bhindeshi’s cultural spirit, fostering a sense of belonging and pride across generations. Through creativity, collaboration, and engagement, this role ensures Bhindeshi’s cultural traditions continue to thrive and evolve within a vibrant, united community.
Key Responsibilities:
● Plan and organize cultural events and performances throughout the year. ● Collaborate with artists, mentors, and volunteers to curate engaging, high-quality experiences.
● Support children’s and youth programs that encourage participation, learning, and creative expression.
● Introduce innovative ideas to engage the community and showcase Bhindeshi’s cultural richness through diverse events and initiatives.
● Maintain fairness for all Bhindeshi community members in participation opportunities by adhering to standard rules—without offering any undue advantage such as better time slots, extended performance durations, or late inclusions after the registration deadline.
● Actively contribute to Bhinkotha—Bhindeshi’s Annual Magazine—by providing cultural content and highlights that reflect the community’s spirit, engaging diverse groups, and supporting the timely publication of the magazine.
● Build strong relationships with community members, performers, and partner organizations.
● Promote inclusivity and active participation from diverse age groups and backgrounds.
Corporate Matching Executive Committee (EC) Member
The Corporate Matching EC Member develops and manages Bhindeshi’s corporate matching and fundraising initiatives, connecting members, corporations, and donors to maximize financial support. This role ensures that funds from employer matching programs and the workplace directly support Bhindeshi’s cultural and community activities.
Key Responsibilities:
● Identify and maintain a list of companies offering employee donation matching programs.
● Raise awareness among members and assist them in completing matching submissions. ● Collaborate with the Finance and Communication EC teams to design and promote corporate matching campaigns.
● Track, acknowledge, and report corporate-matched contributions accurately. ● Build and maintain positive relationships with members, corporate representatives, and potential sponsors.
Food & Hospitality Executive Committee (EC) Member
The Food & Hospitality EC Member ensures that every Bhindeshi event reflects the warmth and spirit of the community through thoughtful food planning and hospitality. This role focuses on coordinating all aspects of food service — from vendor management to volunteer oversight — to create a seamless and enjoyable experience for guests, performers, and participants.
Key Responsibilities:
● Plan and manage food arrangements for events, including menu selection, timing, service style, and quality control.
● Coordinate with vendors, caterers, or in-house teams to ensure timely delivery, safety, and portion management.
● Use the event’s food earnings to determine the final food order, ensuring Bhindeshi does not incur any loss while providing meals to event attendees.
● Manage hospitality setups, including serving areas, dining arrangements, and special guest accommodations.
● Recruit and guide volunteers for food service, distribution, and cleanup, maintaining hygiene and organization.
● Ensure food safety and compliance, addressing dietary restrictions and allergies as needed.
Sponsorship Executive Committee (EC) Member
The Sponsorship EC Member secures financial and in-kind support for Bhindeshi’s cultural programs by identifying, building, and maintaining relationships with sponsors and partners. This role ensures sponsors receive meaningful visibility while strengthening the organization’s long-term sustainability and community presence.
Key Responsibilities:
● Identify and maintain relationships with potential sponsors and donors. ● Prepare sponsorship proposals, packages, and pitch materials aligned with event themes.
● Collaborate with EC teams to integrate sponsor visibility across events, materials, and communications.
● Ensure all sponsor promotions and benefits are delivered as promised in the agreed sponsorship details.
● Track, document, and report sponsorship commitments and contributions. ● Look for relevant grants and apply at the beginning of the year to secure additional funding opportunities.
● Support event setup and ensure all sponsor-related deliverables are executed effectively.
Community and NextGen Engagement Executive Committee (EC) Member
The Community and NextGen Engagement EC Member strengthen Bhindeshi’s connection with its members — especially the next generation — by planning programs that foster community participation, cultural learning, and leadership development. This role ensures Bhindeshi remains a vibrant, inclusive, and intergenerational organization.
Key Responsibilities:
● Develop and implement cultural, social, and educational programs that bring the community together.
● Design and coordinate a NextGen calendar featuring youth-focused activities that encourage participation, creativity, and leadership.
● Mentor youth leaders and integrate young members into major events and festivals. ● Recruit, guide, and recognize volunteers, foster teamwork, learning, and cultural pride. ● Promote programs through newsletters, social media, and community outreach, building partnerships with schools and youth organizations.
Marketing & Social Networking Executive Committee (EC) Member
The Marketing & Social Networking EC Member enhances Bhindeshi’s visibility, engagement, and community presence through creative storytelling, event promotion, and digital communication. This role builds excitement around Bhindeshi’s cultural programs, connects members online, and showcases the organization’s vibrant, inclusive spirit across all platforms.
Key Responsibilities:
● Plan and execute marketing and promotional strategies for Bhindeshi’s events, festivals, and community campaigns.
● Manage all social media platforms — including Facebook, Instagram, YouTube, and WhatsApp — ensuring timely, engaging, and brand-consistent content. ● Create and design promotional materials such as posts, flyers, newsletters, videos, and reels to highlight events, sponsors, and community stories. ● Capture and curate event photos, videos, and behind-the-scenes moments that reflect Bhindeshi’s cultural energy and creativity.
● Lead digital promotions, event countdowns, and engagement campaigns to boost participation and community visibility.
● Develop and promote membership campaigns that encourage new enrollments and renewals through engaging content and outreach initiatives.
● Design and coordinate sponsorship promotional materials, recognizing and highlighting sponsors across platforms and event communications.
● Collaborate with other EC teams to align messaging and strengthen Bhindeshi’s outreach and brand presence.
● Build and maintain positive engagement with members, followers, and local media partners to expand Bhindeshi’s reach and recognition.
Decoration Executive Committee(EC) Member
The Decoration EC Member brings Bhindeshi’s artistic vision to life by transforming event spaces into beautiful, culturally inspired experiences. This role blends creativity, design, and teamwork to create immersive environments that celebrate Bhindeshi’s heritage and enhance every community gathering.
Key Responsibilities:
• Conceptualize and design event themes, stage décor, and ambience that reflect Bhindeshi’s cultural essence.
• Collaborate with Cultural, Communication, and Logistics EC teams to ensure cohesive visual presentation and event flow.
• Plan and oversee stage layouts, backdrops, lighting, and venue decorations — maintaining aesthetic balance and cultural relevance.
• Work with volunteers to execute design plans efficiently and within budget. • Introduce creative, sustainable, and reusable décor ideas to enhance future events. • Supervise setup and teardown activities, ensuring each space is well-prepared and restored. • Support last-minute visual adjustments and ensure all decorative elements contribute to a seamless event experience.
Ritual Executive Committee (EC) Member
The Ritual EC Member plays a vital role in planning, coordinating, and overseeing the religious and ceremonial aspects of Bhindeshi’s cultural and devotional events — including Durga Puja, Kali Puja, and Saraswati Puja. This role ensures that every ritual is conducted authentically, smoothly, and inclusively, honoring tradition while fostering community harmony.
Key Responsibilities:
● Coordinate with priests (purohits) and ritual volunteers to plan and execute event-specific religious proceedings.
● Ensure timely setup and readiness of altars, offerings, and all ritual arrangements to maintain the ritual schedule.
● Supervise and guide volunteers assisting with ritual arrangements, preparing and distributing prasad, and maintaining decorum.
● Liaise with logistics and decoration teams to create an appropriate environment for rituals.
● Collaborate with cultural and hospitality teams to synchronize rituals with stage programs and food schedules.
● Manage ritual-related donations or sponsorships in coordination with the Finance/Sponsorship EC teams.
● Support pre-event planning, post-event wrap-up, and documentation for future reference.