Strategic Coordinator and Advisor (Executive Assistant) - DTU Physics

We are looking for a highly organized, proactive, and intellectually curious strategic coordinator and advisor to support our development in quantum information science – a pioneering field at the forefront of scientific and technological innovation. As strategic coordinator, you will be a key partner in driving forward high-impact research, academic strategy, international collaboration, and education.

The job
You will work directly alongside an internationally leading professor, immersed in the world of cutting-edge quantum physics and scientific leadership. You will gain insider experience in academic strategy, research operations, and international scientific collaboration – all while helping make the invisible machinery of impactful research run smoothly.

You will act as the professor’s strategic right hand – navigating the complexity of a dynamic academic environment and contributing meaningfully to long-term goals. From managing communications and coordinating research activities, to supporting grant proposals, recruitment efforts, and strategic planning, your role will be central to the professor’s ability to lead a world-class research group.

You will work closely with local and university-wide administrative teams, serving as a critical link across multiple stakeholders and ensuring seamless operations at every level. Your success will rely on your ability to manage details while keeping the big picture in view, communicate with clarity and professionalism, and bring structure and momentum to a fast-paced, intellectually demanding environment.

Whether you are an experienced coordinator or have a background in science eager to work at the intersections of research, operations and administration, this is an exceptional opportunity to be part of a meaningful and impactful effort.

Key responsibilities
Your key responsibilities lie in the following main areas:

• Communication Management
  • Manage an intricate and dynamic calendar, balancing appointments, teaching, research, travel etc.
  • Manage high-volume communications (e.g. emails), ensuring timely, professional responses
  • Coordinate meetings and serve as liaison to collaborators and institutions
     
• Research and Teaching Support
  • Assist with literature reviews, reference management, and manuscript preparation
  • Support the creation of research presentations, including visuals and animations to communicate scientific concepts
  • Support teaching activities, including course material uploads and planning practicalities
  • Coordinate course calendars and student projects across multiple academic terms
     
• Grant & Funding Support
  • Identify and monitor relevant national and international funding opportunities
  • Assist in writing, editing, and submitting grant proposals
  • Prepare visuals (e.g., figures, timelines, budgets, organisational charts)
  • Liaise with university finance and grant offices to ensure compliance and documentation in applications
     
• Strategic Support
  • Build tools, templates, and workflows to streamline operations and support academic scaling
  • Act as a sounding board and trusted partner, helping to align short-term execution with long-term vision related to research, funding, team development, and collaborations
  • Prepare briefing materials, background research, and visual assets for high-level planning and meetings
  • Collaborate with local, institute-level, and university-wide administrative teams to ensure smooth coordination across HR, finance, communication, and research operations
     
• Social Media & Online Presence
  • Maintain a professional online presence across different platforms (e.g. LinkedIn, Web of Science, Orchid)
  • Create and schedule posts highlighting research progress, academic events, and team achievements
  • Monitor engagement and adapt strategies to reflect audience and outreach goals
     
• Recruitment
  • Support hiring processes, including drafting postings, scheduling interviews, and coordinating candidate communications
  • Prepare interview materials and facilitate evaluation and follow-up
  • Collaborate with colleagues to ensure successful onboarding and integration into the group

Who You Are

• You are detail-oriented, proactive, self-driven, and thrive in managing complex workflows with discretion and efficiency 
• You communicate with clarity, diplomacy, and professionalism - both in writing and in person 
• You enjoy supporting big ideas and l