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 love the challenge of helping visionary work get done
• You can manage multiple priorities, solve problems independently, and adapt quickly to changes
• You understand the importance of confidentiality and trustworthiness, and handle sensitive information with care
• You are motivated by helping others be successful and enjoy their work.
• Bonus: You have a background in science or engineering – particularly in quantum physics or related fields—and can assist in the technical aspects of grant writing and scientific communication

Required Skills & Qualifications

• Proven experience as a strategic coordinator, executive assistant, project coordinator, or in a similar support role
• Excellent written and verbal communication skills in English (Danish is a plus)
• Strong organizational, planning, and time-management skills
• High level of digital fluency with tools such as Google Workspace, Microsoft Office, Zoom, Asana, and reference managers
• Experience in an academic or research environment is a strong plus
• Technical writing, data visualization, or scientific communication skills are a bonus

What we offer
We offer an interesting and challenging job in an international atmosphere with the focus on research, teaching, and innovation for the benefit of the surrounding society.

This position is anchored in the section for Quantum Physics and Information Technology consisting of more than 50 employees – faculty, technical experts, post docs, PhD students and administrative staff – with 20 different nationalities. You can read more about us on QPIT - Quantum Physics and Information Technology .  

We place emphasis on a high level of professionalism among our staff, so skills development is an integral part of our organization. We offer a great flexibility in the position. In the area of technical and natural sciences, DTU is one of the leading research and education institutions in Europe.

Salary and appointment terms
The appointment will be based on the collective agreement with the Danish Confederation of Professional Associations (AC) or other relevant agreement. The position is full-time.

Application and contact
Please submit your online application no later than 15 May 2025 (23:59 Danish time) .  Open the “Apply now” link, fill out the form and attach your motivated application, CV and exam certificates. 

The interviews are expected to be held on 19 May and 22 May.

If you would like additional information about the position, please contact professor, Ulrik Lund Andersen, ulrik.andersen@fysik.dtu.dk .

Applications received after the deadline will not be considered.

All interested candidates irrespective of age, gender, disability, race, religion or ethnic background are encouraged to apply. As DTU works with research in critical technology, which is subject to special rules for security and export control, open-source background checks may be conducted on qualified candidates for the position.

At DTU Physics we perform research in fundamental and applied physics areas, and we use and develop state-of-the-art experimental and theoretical approaches. We have a broad effort in materials physics and design, catalysis, quantum optics, sensing and communication, biophysics, plasma physics, continuum physics, radiation physics, and luminescence physics. Our research impacts society with new sustainable energy technologies, secure digital communication, medical technology, and new analytical methods. We use and develop basic theory, next-generation instrumentation, and software, and aim to make our data publicly accessible and usable. We have activities both on the Lyngby and Risø campuses. Read more about  DTU Physics here . 

Technology for people
DTU develops technology for people. With our international elite research and study programmes, we are helping to create a better world and to solve the global challenges formulated in the UN’s 17 Sustainable Development Goals. Hans Christian Ørsted founded DTU in 1829 with a clear mission to develop and create value using science and engineering to benefit society. That mission lives on today. DTU has 13,500 students and 6,000 employees. We work in an international atmosphere and have an inclusive, evolving, and informal working environment. DTU has campuses in all parts of Denmark and in Greenland, and we collaborate with the best universities around the world.