Executive Assistant Research & Educational Support DTU Physics

We are looking for a highly organized proactive and detail-orientated Executive Assistant to support our research and educational activities in quantum information science a pioneering field at the forefront of scientific and technological innovation. As Executive Assistant you will play a central role in ensuring that the daily operations collaborations and academic initiatives of a world-leading research group run smoothly and efficiently.

The job
You will work directly with an internationally leading professor and be deeply involved in the day-to-day coordination of high-impact research education and collaboration activities.

Your work will enable the professor and the group to focus on advancing science by making sure that communication scheduling documentation and project execution happen seamlessly.

You will coordinate calendars manage correspondence prepare materials for meetings and presentations and follow up on actions and deadlines. You will assist in preparing research proposals support teaching logistics and ensure alignment across projects collaborators and university administration.

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 Executive Assistant or have 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 a complex and dynamic calendar ensuring continuous balance between the professors appointments teaching research travel and other commitments.
• Manage high-volume communications (e.g. emails) ensuring timely professional responses.
• Prepare and coordinate meetings including agendas background material and follow-ups.
• Coordinate meetings and serve as liaison to collaborators and institutions.

Practical support in connection with the professors research and teaching:

• Support in preparing and formatting research presentations documents and manuscripts including visuals and animations to communicate scientific concepts.
• Support teaching activities such as uploading course materials and planning practicalities.

Project coordination and execution:

• Support in translating plans and priorities into actionable tasks ensuring timely execution and follow-up.
• Coordination of actionable tasks and track the progress across multiple strategic projects and initiatives.
• 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.
• Collaborate with local institute-level and university-wide administrative teams to ensure smooth coordination across HR finance communication and research operations.

Social media and 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.

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

Our expectations of you
We are looking for a candidate who is detail-oriented proactive and self-driven and who thrives on managing complex workflows with discretion and efficiency. You communicate clearly diplomatically and professionally - both in writing and verbally - and you are motivated by supporting big ideas and embracing the challenge of turning visionary work into reality. You can handle multiple priorities at once solve problems independently and adapt quickly to changes. You understand the importance of confidentiality and trustworthiness and handle sensitive information with care. You are genuinely motivated by helping others succeed in their work.

We imagine that you have proven experience as an Executive Assistant Project Coordinator Operating Officer or in a similar high-level support role. Experience in an academic research environment is an advantage including prior experience supporting a senior executive or professor. You may even have a background in science or engineering - particularly in quantum physics or related fields - which would enable you to assist with the technical aspects of grant writing and scientific communication.

You have excellent written and verbal communication skills in English (Danish is a plus) strong organizational abilities and solid planning and time-management skills. You are highly digitally fluent with tools such as Google Workspace Microsoft Office and Zoom and you take a proactive approach to using new AI tools. Skills in technical writing data visualization or scientific communication 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 at DTU Physics 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 onQPIT - 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 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 similar.

The position is full-time (37 hours per week) and the start date is 1 March 2026 or as soon as possible thereafter.

Application and contact
Please submit your online application no later than 3 January 2026 (23:59 Danish time). Open the Apply now link fill out the form and attach your motivated application CV and exam certificates.

If you would like additional information about the position please contact professor Ulrik Lund Andersen.

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 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 aboutDTU 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 UNs 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 13500 students and 6000 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.