Executive Assistant

Join CoolIT, an Ecolab Company, a global leader in Direct Liquid Cooling technology for data centers, supercomputers, and high-performance computing environments.

As an Executive Assistant, you will be a trusted partner to a primary executive, helping them manage priorities, protect their time, and move important decisions and commitments forward. You will build a close partnership with your executive through a dotted-line relationship while reporting directly to the People Experience Manager for performance, development, workload support, and participation in the Executive Assistant team’s shared operating practices.

This role combines dedicated executive support with a collaborative, one-team approach. Your primary executive will remain your first priority, and you will also provide coverage across the organization, support major meetings and events, and help strengthen consistent and dependable executive support practices. One executive partnership. One collaborative EA team.

What’s in it For You

• Day 1 Coverage: Employer-paid comprehensive benefits, including dental, prescription drug, vision, paramedical coverage, and a $1,000 annual Health Spending Account.
• RRSP: 2% employer-sponsored contribution.
• Enjoy three weeks of vacation, six flex days, and a one-week paid company-wide holiday shutdown.
• $1,000 annual professional development allowance to support your ongoing learning, skill development, and career growth.
• Dress for your day in a casual, professional environment.
• Work in a hybrid environment.

What You Will Do

• Provide proactive, high-quality support to your primary executive by managing priorities, commitments, calendars, and day-to-day activities.
• Build a strong understanding of your executive’s working style, business objectives, key relationships, and priorities to anticipate needs and protect their time and focus.
• Manage a complex executive calendar, resolve scheduling conflicts, coordinate domestic and international travel, and ensure the executive is prepared for important meetings and engagements.
• Coordinate leadership meetings, business reviews, planning sessions, board meetings, executive offsites, Town Halls, customer visits, workshops, and other executive operating rhythms.
• Prepare agendas, briefing materials, presentations, reports, executive communications, leadership updates, and professional business correspondence.
• Document and track decisions, action items, commitments, and deliverables, following up with stakeholders to maintain accountability and progress.
• Serve as a key point of contact between the executive and employees, customers, business partners, and other internal and external stakeholders.
• Provide calendar, travel, meeting, event, and administrative coverage for other executives when Executive Assistant teammates are away or additional support is required.
• Coordinate meeting and event logistics, including catering, meeting spaces, materials, technology, transportation, and workplace requirements, in partnership with Office Coordinators and other team members.
• Identify opportunities to improve executive support, calendaring, travel, event coordination, administrative workflows, team documentation, and shared Executive Assistant practices.

Position Details

• Reports directly to the People Experience Manager, who is responsible for performance, development, workload support, and the Executive Assistant team’s operating practices.
• Maintains a dotted-line relationship with the primary executive for priorities, daily direction, and executive-specific support.
• Prioritizes support for the primary executive while providing flexible coverage to other executives, the Executive Assistant team, and broader People Experience initiatives.
• Includes strategic executive partnership and hands-on administrative, meeting, event, and workplace support.
• Handles sensitive and confidential information requiring a high level of discretion, professionalism, and sound judgment.
• Work arrangement: Hybrid (4 days in the office)

Minimum Qualifications

• Five years of experience supporting senior leaders in an Executive Assistant or senior executive administration capacity.
• Experience managing complex executive calendars, competing priorities, travel arrangements, meetings, and scheduling.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience preparing executive presentations, reports, briefing materials, meeting documentation, and professional business correspondence.
• Demonstrated written and verbal communication skills, including experience communicating with executives, employees, customers, and external stakeholders.
• Demonstrated organizational, prioritization, and time-management skills in a fast-paced and changing environment.
• Experience handling confidential and sensitive information with discretion and sound judgment.
• Demonstrated ability to anticipate needs, identify potential issues, solve problems, and act without detailed direction.
• Experience working independently and collaboratively within a shared team support model.
• Ability to adapt to shifting priorities, balance competing demands, and provide coverage outside regular individual responsibilities when business or team needs require it.
• Legal authorization to work in Canada without company sponsorship.

Preferred Qualifications

• Diploma or degree in Business Administration, Office Administration, Communications, or a related field.
• Experience supporting multiple executives or providing backup coverage within a centralized Executive Assistant team.
• Experience working in a matrixed environment with a direct manager and a dotted-line relationship to an executive or business leader.
• Experience coordinating board meetings, executive offsites, Town Halls, customer visits, workshops, and large company events.
• Experience supporting internal communications, executive operations, workplace experience, or cross-functional initiatives.
• Understanding of organizational dynamics, executive-level priorities, and business operations.
• Advanced project coordination, event planning, and stakeholder management experience.
• Experience building trusted relationships and coordinating across diverse stakeholder groups.
• Experience contributing to process improvements, shared administrative standards, team documentation, and operational excellence initiatives.

We thank every candidate in advance; however, we will contact only those selected for an interview. Please note: immigration sponsorship is not available for this role.

Successful candidates for this position will be required to undergo background checks, including criminal record checks and education verification.

ABOUT COOLIT, AN ECOLAB COMPANY

Founded in Calgary, Alberta in 2001, CoolIT Systems is the leading Direct Liquid Cooling technology provider for data centers, supercomputers, and desktop computers. We design and manufacture solutions used by the largest tech companies globally.

Recognized as one of “The Americas’ Fastest Growing Companies 2023” by Financial Times and honoured with the Deloitte Fast 50 Clean Technology award in 2022, as well as the Deloitte Fast 500 distinction in both 2021 and 2022, CoolIT’s rapid growth is capturing global attention.

As demand for generative AI, high-performance computing and cloud solutions rapidly expands, there has never been a more exciting time to join our team.

#LI-Hybrid

During pre-screening, we may use an AI tool, supported by human oversight, to efficiently manage tasks such as resume screening and/or interview scheduling. All hiring decisions are made by human reviewers.

Successful candidates will be required to undergo pre-hire background checks as a condition of employment.