Administrative Assistant

CoolIT Systems; Calgary; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a proactive Administrative Assistant to join their dynamic team in Calgary. In this role, you will ensure a well-organized office environment while supporting key administrative functions. Your responsibilities will include managing meeting logistics, coordinating travel, and providing broad administrative support to the Executive Assistant. This is an excellent opportunity for someone looking to advance their career in administration within a vibrant and innovative company. Join a team that values growth and offers a comprehensive benefits package, including vacation days, health coverage, and employee ownership programs. If you thrive in a fast-paced environment and have a passion for organization, this role is perfect for you.

Benefits

Vacation and flex days

Comprehensive health benefits

Casual dress environment

Retention rewards program

Employee ownership program

Qualifications

• 3+ years of experience in administrative or office coordination roles.
• Proficiency in Microsoft Office Suite and strong communication skills.

Responsibilities

• Provide administrative support, including scheduling and correspondence.
• Manage office supplies and ensure a professional office environment.
• Organize travel arrangements and assist with expense reports.

Skills

Organizational Skills

Communication Skills

Multitasking

Attention to Detail

Education

3+ years of experience in administrative roles

Tools

Microsoft Office Suite

Job description

Calgary Office HQ
2928 Sunridge Way NE
Calgary, AB T1Y7H9, CAN

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.

WHAT YOU’LL DO

Role

CoolIT Systems, Inc. is seeking an Administrative Assistant to join our team. This role ensures a professional, organized, and well-maintained office environment while managing key administrative functions. Reporting directly to the Executive Assistant, the Administrative Assistant will support meeting logistics, travel coordination, expense processing, and office supply management. Additionally, they will assist with internal meetings and provide broad administrative support to the Executive Assistant and the company. This position is ideal for someone looking to advance their career in administration, requiring a proactive mindset, strong attention to detail, and the ability to thrive in a fast-paced environment.

Responsibilities:

Administrative Support & Coordination

• Assist the Senior Executive Assistant with administrative tasks, such as scheduling meetings, coordinating calendars, and handling routine correspondence.
• Act as a central point of contact for administrative inquiries, ensuring prompt and clear communication across departments.
• Support documentation and record-keeping, including preparing reports, maintaining files, and organizing internal documents.
• Facilitate departmental communication, ensuring key updates and information are shared in a timely manner.
• Provide day-to-day administrative assistance, handling various tasks as needed to support smooth office operations.

Office & Workplace Management

• Maintain a professional and organized office environment, ensuring consistency in setup and resetting daily.
• Oversee office supply inventory, including coffee, kitchen, and general office needs, placing orders as required.
• Ensure boardrooms, common areas, and shared spaces are stocked and presentable.

Meeting & Event Support

• Prepare boardrooms for meetings, ensuring all necessary materials, refreshments, and technology are in place.
• Order and coordinate catering for small and large groups, ensuring timely delivery and proper setup.
• Assist in supporting company-wide events, including town halls, executive meetings, and employee gatherings, coordinating logistics and vendors.
• Assist with scheduling and resolving minor conflicts for internal meetings.

Visitor & Security Management

• Greet and check in guests, issue visitor badges, and ensure security protocols are followed.
• Assist in issuing employee ID badges for building access.

Travel & Expense Support

• Organize and book travel for team members, ensuring all arrangements are clear and cost-effective.
• Prepare travel letters and provide detailed itineraries for employees traveling internationally or domestically.
• Assist teams with expense report submissions and reconciliations, ensuring compliance with company policies.

WHO YOU ARE:

Basic Qualifications

• 3+ years of experience in administrative, office coordination, or travel coordination roles.
• Excellent communication skills, both written and verbal.
• Experience in booking travel, preparing travel documentation, and organizing itineraries.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage routine tasks efficiently while ensuring attention to detail in logistics and coordination.

Preferred Qualifications

• Experience in a customer-facing role, demonstrating strong communication and interpersonal skills.

Skills

• Strong organizational and multitasking skills in a fast-paced environment.
• Excellent communication skills, both written and verbal.

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.
• Employee ownership program.

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.