Operations Associate

About the role

This position serves as the operational backbone for both MIT AI Alignment (MAIA) and the Cambridge Boston Alignment Initiative (CBAI), ensuring that leadership can focus on strategic work while day-to-day systems run seamlessly. The hire will act as a meticulous coordinator, handling logistical complexity so that programming and research efforts proceed without disruption. You will own the integrity of operational systems, from tracking expenses in grants to ensuring reading materials are printed and meals arrive on schedule. Success in this role is defined by invisibility; when operations run smoothly, the people doing the substantive work barely notice the machinery running in the background. You will be expected to move quickly, anticipate needs, and solve problems before they escalate into issues for the team. This is a role for someone who finds satisfaction in building durable processes and maintaining the detailed records that allow ambitious projects to scale.

Key facts

What you'll do

Coordinate and execute daily logistical operations for MAIA and CBAI, managing schedules, room bookings, and participant availability with precision.

Maintain and navigate the internal customer relationship management (CRM) system, ensuring data accuracy and using it to track program-level budget and expense details.

Organize and process expenses to support financial accuracy and grant compliance, reporting findings to the Director of Operations and MAIA leadership.

Plan and build program schedules for member meetings and introductory fellowship sessions, coordinating timing and resources efficiently.

Arrange meal ordering and manage the printing and formatting of reading materials for semester-based programming and other events.

Research and book lodging and transportation for out-of-town participants attending CBAI programs and events as needed.

Provide basic maintenance and updates to group communications and the organization's website to ensure information remains current and accurate.

Support logistics for CBAI upskilling programs such as CAMBRIA, including venue selection, meal coordination, and participant outings.

Assist with office management and facilities-related projects on an as-needed basis to maintain smooth daily operations.

Offer flexible operational support across CBAI's initiatives as the organization grows and new priorities emerge.

Conduct proactive problem-solving by anticipating potential operational failures and implementing fixes before they impact programming.

Document all processes and build playbooks for recurring tasks so that responsibilities are clear and systems can be maintained by others.

Manage the end-to-end execution of special events, workshops, and gatherings, handling details from start to finish with minimal oversight.

Serve as the primary point of contact for operational queries from MAIA and CBAI leadership, providing timely updates and status checks.

Ensure that all operational activities align with the missions of both MAIA and CBAI, supporting the broader goals of AI safety and alignment research.

Requirements

You are authorized to work in the United States without sponsorship, as the role requires immediate in-person presence in Cambridge, Massachusetts.

You possess a high school diploma or equivalent; a bachelor's degree is preferred but not required if you demonstrate relevant operational experience.

You have at least one year of demonstrated experience in operations, administrative support, or project coordination roles.

You are proficient in using productivity software, including word processing, spreadsheets, and presentation tools, to manage tasks and communicate effectively.

You have experience maintaining databases or customer relationship management (CRM) systems and understand data hygiene principles.

You are comfortable managing budgets, tracking expenses, and ensuring compliance with grant requirements and financial policies.

You can reliably handle multiple priorities in a fast-paced environment while maintaining attention to detail and accuracy.

You communicate clearly and professionally in both written and verbal formats, with strong organizational skills and the ability to manage schedules.

You are located in or are willing to relocate to the Cambridge, Massachusetts area to fulfill the in-person requirements of the position.

Nice to have

Prior experience supporting nonprofit organizations, research initiatives, or fellowship programs is preferred.

Familiarity with AI safety, AI alignment research, or technical research environments is a plus but not required.

Experience managing events or coordinating participant logistics for academic or research communities.

Basic familiarity with website content management systems or communications platforms.

Practical notes

This is a full-time position with in-person work requirements in Cambridge, Massachusetts.

Applications are reviewed on a rolling basis, so early submission is encouraged.

No remote or hybrid work arrangements are available for this role.

Travel is not required for this position as all work is conducted on-site in Cambridge.

Candidates must meet the eligibility requirements listed in the Requirements section to be considered for the role.