Executive Assistant

CoolIT Systems

CoolIT Systems

Alberta, Canada
Posted on Thursday, October 12, 2023
About Coolit Systems Inc.

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.



We are seeking a talented Executive Assistant to join our team to assist the CEO and other Senior Executives within the organization. We are looking for someone who has a can-do, get-it-done mindset and who enjoys working in a fast-paced environment. This role will report to the CEO and will be integral to the success of the company by ensuring our executive team fully realizes their strategic potential.


  • Putting your exceptional communication skills to use by managing calls and messages, drafting letters and documents, initiating communications, preparing for meetings, and ensuring that everyone has the key information they need to succeed
  • Supporting and executing tasks in a fast-paced, deadline-driven environment and providing general support as needed on an ongoing basis
  • Coordinating logistics of meetings, townhalls, seminars, workshops, special events, organization events
  • Preparing expense claims, maintaining corporate records, and ordering office supplies
  • Managing complex calendars, email correspondence, and travel arrangements
  • Preparing and analyzing various documents such as contracts and agreements
  • Creating and distributing board materials
  • Provide end-to-end meeting support, including;
    • Booking space, accommodation, catering, A/V requirements, etc.
    • Preparing agendas, presentations and meeting packages for circulation
    • Participating in meetings to capture minutes, decisions and actions and ensure follow-up
  • Manages all office supplies inventory/needs for the Calgary office

Who You Are

Basic Qualifications:

  • Post Secondary Education
  • 5+ years' experience in a senior administrative capacity reporting directly into Senior Leadership
  • Expert proficiency in Adobe, Word, Excel (including formulas), PowerPoint and Microsoft Exchange/MS Outlook
  • Legally authorized to work in Canada without company sponsorship.

Preferred Qualifications

  • Post Secondary Education in Business Administration, Office Administration, Legal Assistant or other related Diploma or Degree
  • 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


  • Remarkable attention to detail and organization skills, catching all the details
  • Superb time management and prioritization skills
  • Excellent verbal and written communication skills to assist writing and proof-reading documents and communications
  • High level of professionalism
  • Ability to effectively handle multiple, conflicting priorities
  • Ability to work independently with minimal supervision and collaboratively with other team members
  • Positive attitude, friendly personality, positive workplace behaviour


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.
  • Employee ownership program.

We thank every candidate in advance, however, only those selected for an interview will be contacted. Your resume will be kept on file, and you may be contacted if a future suitable position becomes available.

Successful candidates for this position will be required to undergo background checks including criminal records check and education.