Operations Associate

Role

Operations Associate: MAIA & General CBAI Support

Reports to

MAIA Director and CBAI Director of Operations

Location

In-person, Cambridge, MA

Employment type

Full-time

Compensation

$84,000 – $90,000 per year

Start date

As soon as possible

Applications

Reviewed on a rolling basis.

ABOUT MAIA & CBAI

MIT AI Alignment (“MAIA”) https://aialignment.mit.edu/about/#aboutis an MIT club for people worried about human extinction due to AI. The group supports education, research, and careers for its members. In doing so, MAIA has become a hub in Boston, facilitating engagement with events, opportunities, and people in AI Safety. MAIA began in 2022, and now has hundreds of members.

The Cambridge Boston Alignment Initiative ("CBAI") is a nonprofit research organization working to advance research and education directed towards ensuring that society navigates a safe and beneficial transition to advanced AI systems. Our work takes the form of producing original research efforts and accelerating AI safety research through fellowship programs. CBAI also serves as the fiscal sponsor for the student teams MAIA and AISST.

CBAI has been the anchor organization for AI safety in Cambridge since late 2022. We serve as the connective tissue between the AI safety research community across Harvard, MIT, and Northeastern, running workshops, convenings, and networking events that bring together researchers, students, and practitioners working on the most important problems in the field.

THE ROLE

You'll divide your time between supporting MIT AI Alignment (MAIA) in an operational capacity and providing supplemental operational support to CBAI's programming. For MAIA, you'll own everything that makes it possible for MAIA leadership to do their best organizing work without friction: daily logistics like meal ordering and reading materials printing, plus systems work such as CRM support and program-level budget tracking. For CBAI, you'll flex to whatever active programming needs come up: from researching and booking lodging for out-of-town participants to arranging meals and supporting one-off office projects.

This is a role for someone who takes real pride in flawless execution. When you do it well, programming simply runs, and the people around you get to focus entirely on their work.

RESPONSIBILITIES

MAIA OPERATIONS (~0.5–0.75 FTE DURING ACADEMIC SEMESTERS, ~0.25 FTE OTHERWISE)

- Systems Oversight: Ensure smooth day-to-day operations by interfacing with the CRM consultant to ensure CRM and other organizational systems operate properly.

- Budget & Expense Coordination: Track and organize expenses to report to the Director of Operations and MAIA leadership, maintaining financial accuracy and grant compliance across programs.

- Program Scheduling Support: Support the coordination of participant availability and schedule build-out for member meetings and introductory fellowship sessions.

- Programming Logistics, Meals & Materials: Support meal ordering and logistics for semester-based programming including the preparation, formatting and printing of reading materials and securing room bookings.

- Event & Workshop Operations and Support: Provide hands-on logistical support for special events, workshops, and other gatherings.

- Communications & Web Maintenance: Assist with general communications tasks and provide basic maintenance and updates to the group's website.

- Vendor Communication: Support MAIA leadership in managing and interfacing with support services and contractors.

- Office Management - Support and maintain a healthy working space in MAIA’s co-working space and coordinate general day to day office needs.

GENERAL CBAI OPERATIONS (~0.25–0.5 FTE DURING ACADEMIC SEMESTERS, ~0.75 FTE OTHERWISE)

- Operational Program Support: Assist with logistics and operations for CBAI's upskilling programs (such as CAMBRIA) and events, including researching and booking venues, coordinating meal ordering, and supporting arrangements for participant outings and activities.

- Office & Facilities Support: Contribute to office management and facilities-related projects on an as-needed basis.

- Evolving Organizational Support: Provide flexible operational support across CBAI's programs and initiatives as the organization grows. This role will develop alongside the organization, with responsibilities shifting to meet emerging needs.

ABOUT YOU

We expect you to be characterized by most of the qualities listed below:

A natural operator. You have a bias toward action and get things done reliably. Meals arrive on time, rooms are booked, materials are printed and ready. You anticipate problems before they happen and follow through on everything you commit to.

Systems-minded and conscientious. You keep clean trackers, document what you do, and build playbooks others can follow. You genuinely enjoy improving a CRM or an expense process so it works better next cycle than it did this one.

Y