In a context of rapid growth and a widening global quantum talent gap, Alice & Bob is building its own Quantum Academy to foster a nourishing ecosystem and connect doctoral researchers, students, early-career researchers, and its employees. The Academy Operations & Registrar is the operational backbone of this effort, ensuring that Academy programs run smoothly and that every participant is well supported from application to follow-up.
Reporting to and working in tandem with the Quantum Academy Lead, they will work closely with the People & Culture, Finance & Legal, and the scientific teams, and academic partners to coordinate the CIFRE doctoral program, manage communication and registration for Academy events (Alice & Bob Days, hackathons, summer schools, etc.) and help organize internal training.
Coordinate the CIFRE doctoral program (30%)
Act as the administrative point of contact for around 20 CIFRE PhD students a year, their academic partners and host laboratories
Track each thesis from candidate follow-up through application, contracting and onboarding to annual reviews and defense
Maintain an up-to-date tracker of students, deadlines and milestones
Coordinate with People & Culture, Finance & Legal and scientific supervisors on contracts, funding and compliance
Workload follows the academic calendar, with peaks in early summer and in the fall as the new student cohorts for September are prepared.
Run logistics and registration for Academy events (30%)
Organize event logistics for Alice & Bob Days and summer schools: room and venue booking, catering, transport, and speaker and site access paperwork
Coordinate registration for external students and researchers: collect applications for the Quantum Academy Lead to review, and send confirmations and practical information to participants
Track event budgets, travel grants and participant communications
Collect feedback and maintain alumni records
Support internal training (20%)
Keep training materials and recorded sessions updated, organized and available to employees
Coordinate session scheduling and employee enrollment, and track participation
Promote the Academy's offerings (10%)
Communicate training, events, job postings and opportunities through the relevant channels, including announcements to local schools and universities, working with Marketing and Talent Acquisition
Maintain Academy web content, mailing lists and newsletters
Support hackathons and student outreach events (10%)
Help plan and coordinate hackathons and other outreach events for students
Liaise with student organizers, universities and partners
The ideal candidate is a well-organized coordinator who enjoys keeping many moving parts on track and being the reliable point of contact for students, researchers and colleagues. They may come from university administration, event coordination, a research institute or a similar program-support role. Curiosity about science and a taste for building clear processes matter more than prior knowledge of quantum computing.
Education: Bachelor's degree or equivalent (Bac+3) in administration, management, communication, education or a scientific field; master's degree welcome
Languages: Fluent in French (required); proficient in English (written and spoken)
Experience: 1-2 years in administration, program or event coordination, or a registrar-type role (internships and work-study included)
Strong organizational skills and attention to detail, with the ability to manage several deadlines and processes in parallel
Experience with application, registration or enrollment processes, and with tracking tools such as spreadsheets, databases or event platforms
Clear written and verbal communication with students, researchers and academic partners
Event logistics coordination: venues, transport, catering and participant communication
Discretion and rigor in handling personal and contractual data (GDPR)
Autonomy, reliability and a service-oriented mindset
Interest in science and education (a quantum physics background is not required)
A plus: familiarity with the French academic and research environment (universities, doctoral schools, CIFRE)
