Princeton University
Executive Assistant and Operations Manager
Princeton University, Princeton, New Jersey, us, 08543
Overview
In March 2025, Princeton University, the New Jersey Economic Development Authority (NJEDA), Microsoft, and CoreWeave launched the New Jersey AI Hub, a first‑of‑its‑kind public‑private partnership designed to accelerate innovation in artificial intelligence and position New Jersey as a global leader in the field. The Hub will bring together AI researchers, entrepreneurs, industry, educational institutions, and the public sector to advance world‑class research and development; drive transformative AI innovation; empower the workforce for the AI era; and shape the future of responsible AI deployment.
The Executive Assistant and Operations Manager provides high‑level administrative and operational support to the NJ AI Hub leadership team, ensuring that the Hub's activities and space run smoothly and efficiently. The role also carries significant responsibility for financial management, including budgeting, expense tracking, and bookkeeping, preferably using QuickBooks, to maintain accurate and transparent financial operations. In addition, the position integrates project and event management with day‑to‑day logistics to support seamless coordination and impactful engagement across the Hub. Responsibilities include managing schedules and communications; coordinating events, member services, and facilities; and maintaining organized systems that foster a collaborative and productive environment. By combining excellent administrative support with strong financial oversight, this position is essential to the Hub.
This is a two‑year term position with possibility of extension.
For full consideration, candidates should provide a cover letter with their resume.
Responsibilities Finance and Administration
Provide scheduling support across the leadership team.
Serve as the first point of contact for visitors and Hub users.
Lead and support special projects requiring cross‑team coordination.
Manage financial systems and processes, including invoicing, expense tracking, budgeting and forecasting, and procurement.
Manage financial transactions using QuickBooks, including maintaining and updating the general ledger, reconciling bank and credit card statements, and partnering with a third‑party accounting firm in assisting with month‑end, quarter‑end, and year‑end closings.
Space Operations Management
Ensure the Hub space is fully operational by overseeing all aspects of facility readiness, including A/V and IT setup, equipment maintenance, catering/food beverage, and space configuration.
Coordinate daily operations and logistics to create a seamless experience for partners, visitors, and staff.
Establish and manage systems for sublicensing co‑working space.
Support tenants in accessing amenities, coordinating with University and vendor resources.
Communication and Events
Plan and execute Hub events, from small roundtables to larger convenings, including logistics, vendor coordination, ticketing/payment systems (e.g., Eventbrite), and on‑site management.
Collaborate with staff and Princeton resources to deliver high‑quality events at the Hub and on campus.
Maintain and grow Hub's contact list and manage outreach channels, including email website.
Serve as liaison for members, visitors, and stakeholders to ensure clear communication and excellent service.
Qualifications Required Qualifications
Bachelor's degree in business administration, management, communications, or related field (or equivalent experience).
5 or more years of experience in operations, executive support, office management, or a similar role, with experience in a high‑paced environment.
Experience with financial administration (invoicing, bookkeeping, expense tracking, budget management). Specific experience with QuickBooks is strongly preferred.
Background in facilities, vendor, or community management is a plus, especially if the background is in the Princeton University context.
Strong organizational and multitasking skills, with proven ability to manage multiple priorities simultaneously.
Excellent written and verbal communication skills for interacting with executives, members, vendors, and partners.
High attention to detail, reliability, and discretion with sensitive information.
Customer service mindset with ability to foster a welcoming and professional environment.
Collaborative team player who can also operate independently.
Comfortable engaging with a diverse community of entrepreneurs, researchers, and corporate partners.
Princeton University is an Equal Opportunity and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status or any other characteristic protected by law.
The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full‑time position; salaries for part‑time positions are pro‑rated accordingly.
If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.
The University also offers a comprehensive benefit program to eligible employees. Please see for more information.
Standard Weekly Hours: 36.25
Eligible for Overtime: No
Benefits Eligible: Yes
Probationary Period: 180 days
Essential Services Personnel (see policy for detail): No
Physical Capacity Exam Required: No
Valid Drivers License Required: No
Experience Level: Mid‑Senior Level
Salary Range: $100,000 to $110,000
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The Executive Assistant and Operations Manager provides high‑level administrative and operational support to the NJ AI Hub leadership team, ensuring that the Hub's activities and space run smoothly and efficiently. The role also carries significant responsibility for financial management, including budgeting, expense tracking, and bookkeeping, preferably using QuickBooks, to maintain accurate and transparent financial operations. In addition, the position integrates project and event management with day‑to‑day logistics to support seamless coordination and impactful engagement across the Hub. Responsibilities include managing schedules and communications; coordinating events, member services, and facilities; and maintaining organized systems that foster a collaborative and productive environment. By combining excellent administrative support with strong financial oversight, this position is essential to the Hub.
This is a two‑year term position with possibility of extension.
For full consideration, candidates should provide a cover letter with their resume.
Responsibilities Finance and Administration
Provide scheduling support across the leadership team.
Serve as the first point of contact for visitors and Hub users.
Lead and support special projects requiring cross‑team coordination.
Manage financial systems and processes, including invoicing, expense tracking, budgeting and forecasting, and procurement.
Manage financial transactions using QuickBooks, including maintaining and updating the general ledger, reconciling bank and credit card statements, and partnering with a third‑party accounting firm in assisting with month‑end, quarter‑end, and year‑end closings.
Space Operations Management
Ensure the Hub space is fully operational by overseeing all aspects of facility readiness, including A/V and IT setup, equipment maintenance, catering/food beverage, and space configuration.
Coordinate daily operations and logistics to create a seamless experience for partners, visitors, and staff.
Establish and manage systems for sublicensing co‑working space.
Support tenants in accessing amenities, coordinating with University and vendor resources.
Communication and Events
Plan and execute Hub events, from small roundtables to larger convenings, including logistics, vendor coordination, ticketing/payment systems (e.g., Eventbrite), and on‑site management.
Collaborate with staff and Princeton resources to deliver high‑quality events at the Hub and on campus.
Maintain and grow Hub's contact list and manage outreach channels, including email website.
Serve as liaison for members, visitors, and stakeholders to ensure clear communication and excellent service.
Qualifications Required Qualifications
Bachelor's degree in business administration, management, communications, or related field (or equivalent experience).
5 or more years of experience in operations, executive support, office management, or a similar role, with experience in a high‑paced environment.
Experience with financial administration (invoicing, bookkeeping, expense tracking, budget management). Specific experience with QuickBooks is strongly preferred.
Background in facilities, vendor, or community management is a plus, especially if the background is in the Princeton University context.
Strong organizational and multitasking skills, with proven ability to manage multiple priorities simultaneously.
Excellent written and verbal communication skills for interacting with executives, members, vendors, and partners.
High attention to detail, reliability, and discretion with sensitive information.
Customer service mindset with ability to foster a welcoming and professional environment.
Collaborative team player who can also operate independently.
Comfortable engaging with a diverse community of entrepreneurs, researchers, and corporate partners.
Princeton University is an Equal Opportunity and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status or any other characteristic protected by law.
The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full‑time position; salaries for part‑time positions are pro‑rated accordingly.
If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.
The University also offers a comprehensive benefit program to eligible employees. Please see for more information.
Standard Weekly Hours: 36.25
Eligible for Overtime: No
Benefits Eligible: Yes
Probationary Period: 180 days
Essential Services Personnel (see policy for detail): No
Physical Capacity Exam Required: No
Valid Drivers License Required: No
Experience Level: Mid‑Senior Level
Salary Range: $100,000 to $110,000
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