Fellowship Operations Associate

Cambridge Boston Alignment Initiative•Cambridge, MA

9d•Hybrid

About The Position

The Cambridge Boston Alignment Initiative (CBAI) is a nonprofit research organization focused on advancing AI safety research through fellowship programs. Following a successful launch, CBAI is expanding its operations in 2026, hosting multiple fellowship cycles and doubling its team. This role is crucial for managing the operational backbone of CBAI's fellowship programs, ensuring a smooth experience for fellows, mentors, and staff. It involves handling daily logistics, event planning, vendor management, and community programming to foster a strong sense of community within the fellowship. The Fellowship Operations Associate will own the operational aspects of the fellowship programs, encompassing both Fellowship Operations (0.7 FTE) and Community Programming (0.3 FTE). This high-ownership, high-visibility role requires a proactive and detail-oriented individual who can anticipate needs, manage multiple moving parts, and ensure the success of all program events and activities. The ideal candidate will be a natural operator with a bias for action, strong communication skills, resourcefulness, and a genuine care for making people feel supported. A mission-driven mindset aligned with CBAI's goals is essential.

Requirements

Meaningful experience in event coordination, operations, or a similar role, ideally in a fast-paced, mission-driven environment.
Experience managing vendors or contractors.
Ability to take ownership and pride in making complex things run smoothly.
Care and creativity in social and community dimensions of the role.
Bias toward action and ability to get things done reliably.
Ability to anticipate problems, keep multiple moving pieces organized, and follow through on commitments.
Ability to be trusted to handle details.
Excellent communication skills: clear, direct with vendors, responsive with internal stakeholders, and proactive with potential issues.
Ability to manage expectations calmly.
Resourceful and creative within constraints.
Interpersonally excellent: warm, easy to work with, good at building relationships.
Organized and conscientious: maintain clear systems, document work, build operational playbooks.
Mission-motivated: aligned with CBAI's mission.
U.S. work authorization required (OPT accepted).

Nice To Haves

Previous involvement in AI safety, field-building, or research acceleration programs.
Experience in research program coordination or academic administration.
Familiarity with how research fellowships or grant programs operate.
Experience planning community or social events for professional or academic cohorts.

Responsibilities

Own daily operational logistics during active fellowship cycles, including weekday meal coordination, A/V setup for speaker events, and working with the Operations Site Manager at the Harvard Square office.
Source, book, and manage venues for fellowship events, including workshops, speaker series, poster days, and other program milestones.
Coordinate travel and accommodation for visiting speakers and mentors.
Manage vendor and contractor relationships, including sourcing new vendors, negotiating terms, and maintaining quality and reliability.
Procure and manage supplies, equipment, and other resources needed to support fellows and staff.
Anticipate operational needs across the fellowship calendar and prepare proactively.
Coordinate with the Director of Operations for accurate bookkeeping, sound budget management, and efficient program operations.
Plan and execute social events to build cohort community, such as cohort dinners, celebrations, and informal gatherings.
Coordinate with the Director of Programs to align social programming with fellowship milestones and cohort needs.
Identify creative, low-friction ways to strengthen the fellowship's social fabric across a diverse cohort.