Executive Assistant

Ecolab; Calgary; Hybrid; CAD 70,000 - 100,000; Full time

Benefits offered by this job

Health coverage (dental)

Prescription drug coverage

Vision coverage

Paramedical coverage

Health Spending Account

RRSP matching

3 weeks vacation

Flex days

Company-wide holiday shutdown

Professional development allowance

Casual dress code

Hybrid work environment

Job summary

CoolIT, an Ecolab Company, Calgary, Alberta, is seeking an experienced Executive Assistant to partner with senior leaders. You will manage priorities, calendars, travel, and cross-functional engagements in a fast-paced, growing environment.

You’ll prepare materials, coordinate meetings, and support communications while upholding confidentiality and executive-level standards. This hybrid role offers strong benefits and a focus on process improvement.

Qualifications

• Five (5) or more years of experience supporting senior leaders in an Executive Assistant or executive administration capacity.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience managing complex calendars, travel arrangements, meetings, and executive scheduling.
• Strong written and verbal communication skills across all levels of the organization.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive information.
• Legally authorized to work in Canada without sponsorship.

Responsibilities

• Partner closely with executive leaders to manage priorities, optimize executive time, and provide proactive support.
• Manage complex calendars, schedules, and competing priorities while anticipating needs and ensuring preparedness for engagements.
• Coordinate leadership meetings, business reviews, planning sessions, and executive operating rhythms with materials and documentation.
• Track action items, decisions, and deliverables, ensuring timely follow-through across priorities.
• Draft, edit, and coordinate executive communications and leadership updates with a professional executive voice.
• Coordinate complex domestic and international travel and executive events from planning to execution.

Skills

Calendar management

Travel coordination

Stakeholder management

Communication

Discretion & confidentiality

Microsoft 365

Prioritization

Education

Diploma or Degree in Business Administration, Office Administration, Communications, or related field

Tools

Microsoft Outlook

PowerPoint

Excel

Teams

Word

Job description

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

As Executive Assistant, you’ll be a trusted partner to senior leaders—keeping priorities organized, meetings seamless, and decisions moving. You’ll manage executive calendars, travel, stakeholder engagements, and key cross-functional priorities in a fast-paced, growing business.

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

• Partner closely with executive leaders to manage priorities, optimize executive time, and provide proactive support that enables effective decision-making and execution.
• Manage complex calendars, schedules, and competing priorities while anticipating needs, resolving conflicts, and ensuring executives are prepared for key engagements.
• Coordinate leadership meetings, business reviews, planning sessions, and executive operating rhythms, including agendas, briefing materials, presentations, and meeting documentation.
• Track action items, decisions, commitments, and deliverables, ensuring timely follow-through and visibility across executive priorities and cross-functional initiatives.
• Serve as a key liaison between executives, employees, customers, partners, and external stakeholders, fostering strong relationships and effective communication.
• Draft, edit, and coordinate executive communications, presentations, leadership updates, and business correspondence while maintaining professionalism, consistency, and executive voice.
• Coordinate complex domestic and international travel, executive events, customer visits, workshops, and meeting logistics from planning through execution.
• Identify opportunities to improve administrative processes, executive workflows, and organizational effectiveness through continuous improvement and process standardization.
• Support cross-functional projects and strategic initiatives by coordinating stakeholders, escalating risks when appropriate, and driving progress toward key business objectives.

Position Details

• The position works closely with leaders across the organization and regularly interacts with employees, customers, business partners, and external stakeholders.
• Success in this role requires exceptional judgment, discretion, adaptability, and the ability to thrive in a fast-paced, highly dynamic environment.
• The ability to work independently, manage ambiguity, and balance multiple competing priorities is essential.

Minimum Qualifications

• Postsecondary education or an equivalent combination of education and experience.
• Five (5) or more years of experience supporting senior leaders in an Executive Assistant or executive administration capacity.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience managing complex calendars, travel arrangements, meetings, and executive scheduling.
• Experience preparing executive presentations, reports, meeting materials, and professional business correspondence.
• Strong written and verbal communication skills with the ability to communicate effectively across all levels of the organization.
• Exceptional organizational, prioritization, and time management skills in fast-paced environments.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism and discretion.
• Strong problem-solving, critical-thinking, and decision-making skills.
• Proven ability to work independently while collaborating effectively across teams and stakeholder groups.
• Legally authorized to work in Canada without sponsorship.

Preferred Qualifications

• Diploma or Degree in Business Administration, Office Administration, Communications, or a related field.
• Experience supporting multiple executives or leadership teams within a complex corporate environment.
• Experience managing internal communications, executive operations, and cross-functional initiatives.
• Strong understanding of organizational dynamics, executive-level priorities, and business operations.
• Advanced project coordination, event planning, and stakeholder management experience.
• Demonstrated ability to influence, build relationships, and drive alignment across diverse stakeholder groups.
• Experience contributing to process improvements, administrative best practices, 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 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.

Our Commitment to a Culture of Inclusion & Belonging

Ecolab is committed to fair and equal treatment of associates and applicants and furthering the principles of Equal Opportunity to Employment. We will recruit, hire, promote, transfer and provide opportunities for advancement based on individual qualifications and job performance in all matters affecting employment, compensation, benefits, working conditions, and opportunities for advancement. Ecolab will not discriminate against any associate or applicant for employment because of race, religion, color, creed, national origin,citizenship status, sex, sexual orientation, gender identity and expressions, genetic information, marital status, age, or disability.