Executive Assistant

WHAT YOU’LL DO:

The Executive Assistant provides dedicated, high-level support to executive leadership, serving as a trusted business partner who enables executive effectiveness through exceptional organization, sound judgement, proactive coordination, and disciplined execution. Reporting to the Senior Executive Assistant, this role works in close partnership with assigned executives to manage executive priorities, optimize executive time, coordinate strategic meetings, stakeholder engagements, executive travel, and cross-functional initiatives. 

Acting as an extension of the executive, the Executive

Assistant anticipates business needs, identifies risks and gaps before they become issues, proactively removes barriers to execution, and translates leadership priorities into coordinated action across the organization. This role plays a critical role in maintaining operational flow, strengthening communication and accountability, and enabling executives to focus on the decisions that matter most.

Please note the role is fully onsite 5 days a week, with travel to different office locations when needed.

RESPONSIBILITIES:

Executive Partnership & Priority Management

• Build trusted partnerships with assigned executives to understand priorities, working styles, and business objectives. 
• Protect and optimize executive time through proactive calendar management aligned to business priorities. 
• Anticipate needs, identify potential conflicts, and proactively remove barriers to execution. 
• Exercise sound judgement in managing competing priorities, shifting demands, and sensitive situations. 
• Serve as an extension of the executive while maintaining confidentiality, professionalism, and discretion. 

Executive Operations & Execution

• Coordinate leadership operating rhythms, recurring meetings, and strategic planning cadences. 
• Prepare agendas, presentations, briefing packages, decision-support materials, and meeting documentation. 
• Track action items, commitments, decisions, and deliverables, ensuring timely follow-through. 
• Maintain visibility across executive priorities and proactively escalate risks, dependencies, or scheduling conflicts. 
• Support cross-functional initiatives by coordinating stakeholders and driving progress toward key milestones and business priorities.

Stakeholder Coordination & Organizational Alignment

• Serve as a central coordination point between executives, leadership teams, employees, customers, partners, and external stakeholders. 
• Build strong relationships across the organization to facilitate collaboration and effective communication. 
• Coordinate executive participation in customer meetings, leadership sessions, business reviews, and strategic initiatives. 
• Ensure stakeholders are aligned, prepared, and informed ahead of key meetings and business activities. 

Executive Communications

• Draft, edit, and format executive communications, presentations, leadership updates, and business correspondence. 
• Coordinate content collection and stakeholder input while maintaining consistency, quality, and executive voice. 
• Support communication initiatives led by executive leadership and the Senior Executive Assistant. 
• Ensure communication materials are accurate, timely, professional, and aligned with organizational priorities. 

Travel, Meetings & Executive Readiness

• Coordinate complex domestic and international travel, including itineraries, logistics, documentation, and contingency planning. 
• Manage executive meeting logistics from planning through execution. 
• Coordinate customer visits, leadership meetings, workshops, and executive events. 
• Ensure executives are fully prepared through comprehensive briefing materials, agendas, and logistical readiness. 

Continuous Improvement & Administrative Excellence

• Identify opportunities to improve administrative processes, executive workflows, and team effectiveness. 
• Recommend improvements that increase efficiency, consistency, and service delivery. 
• Support the evolution of Administrative Services through knowledge sharing, documentation, and process standardization. 
• Contribute to a collaborative, high-performing administrative team that delivers exceptional executive support. 

WHO YOU ARE:

Basic Qualifications:  

• Postsecondary education or equivalent combination of education and experience. 
• Five or more years supporting senior leaders in an executive administration capacity. 
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams. 
• Legally authorized to work in Canada without sponsorship.

Preferred Qualifications: 

• Post Secondary Education in Business Administration, Office Administration, Communications or other related Diploma or Degree
• Experience managing internal comms, operations, and multi-team executive support
• Deep understanding of organizational dynamics and business priorities
• Manage working relationships in a manner that facilitates a positive corporate image, builds morale and supports co-operation
• Advanced professional interpersonal skills for interacting effectively with all levels

Skills: 

• Exceptional writing and editing abilities for professional communications and executive messaging
• Advanced organizational and prioritization skills in fast-paced, high-pressure environments
• Strong project and event planning skills—from concept to execution
• Discretion and professionalism in handling sensitive or confidential information
• Ability to lead through influence and collaborate effectively across teams
• Proactive mindset with a focus on solutions, service, and continuous improvement

WHY COOLIT? 

We strive to be an employer of choice and as such we believe in rewarding our employees with career and development opportunities that will maintain and strengthen our culture while aligning to our vision and values. 

We are a company that is full of vibrant, innovative people who love what we do. Our comprehensive benefits package includes: 

• Vacation and flex days, and paid company-wide shutdown during the holiday season.
• Comprehensive benefits including Dental, Drugs, Optical, Paramedical and Health Spending. These costs are covered by CoolIT and are enacted from your first day.
• Dress for your day – in a casual yet professional environment.
• Retention rewards like “The Big Coffee Break” that reward tenure with additional vacation time and a monetary bonus.
• Company-funded RRSP contributions to support your long-term financial goals. 

We thank every candidate in advance, however, only those selected for an interview will be contacted.  Successful candidates for this position will be required to undergo background checks including criminal records check and education. 

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 honored 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.

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.