Executive Assistant

(CHL) Ecolab; Canada; Hybrid; CAD 65,000 - 95,000; Full time

Benefits offered by this job

Health benefits

RRSP contribution

Vacation and flex days

Professional development allowance

Casual dress

Job summary

CoolIT, an Ecolab Company, is seeking an Executive Assistant to be a trusted partner to a primary executive, managing priorities, calendars, and day-to-day activities. You will work in a hybrid environment and report to the People Experience Manager, supporting performance, workload, and Executive Assistant practices.

You will cover meetings and events, coordinate travel, prepare agendas and materials, document decisions, and act as a liaison with employees, customers, and partners.

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 with executives, employees, customers, and external stakeholders.
• Demonstrated organizational, prioritization, and time-management skills in a fast-paced environment.
• Experience handling confidential information with discretion and sound judgment.

Responsibilities

• Provide proactive, high-quality support to the primary executive by managing priorities, calendars, and day-to-day activities.
• Build understanding of the executive's working style, objectives, relationships, and priorities to anticipate needs.
• Manage complex calendars, resolve scheduling conflicts, coordinate travel, and prepare for meetings and engagements.
• Coordinate leadership meetings, business reviews, planning sessions, board meetings, offsites, Town Halls, customer visits, and workshops.
• Prepare agendas, briefing materials, presentations, reports, and executive communications.
• Document decisions and action items, track commitments, and follow-up with stakeholders to ensure progress.

Skills

Executive support

Calendar management

Travel arrangements

Microsoft 365

Presentations

Communication

Discretion

Tools

Outlook

Word

Excel

PowerPoint

Teams

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 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.
• E