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.

Location: 145, 5630 61 Ave SE, Calgary, AB T2C 5W6 (CoolIT – Starfield Manufacturing Facility)

Coverage: Occasional support at Quarry Park HQ as needed

What You’ll Do Role The Administrative Assistant, reporting directly to the Senior Executive Assistant, plays a key role in ensuring smooth day-to-day operations at CoolIT’s new Starfield Manufacturing Facility in SE Calgary, with occasional support at our Quarry Park headquarters. This people-facing position is ideal for someone who thrives in a fast-paced environment and takes pride in maintaining a professional and welcoming workplace. This is an excellent opportunity for someone with strong communication skills and a polished presence to grow within the administrative profession.

Responsibilities Reception & Office Operations

• Support visitor management; this role does not manage or answer incoming phone calls.
• Serve as the first point of contact for guests, creating a welcoming and professional onsite experience.
• Maintain reception and shared spaces to company standards, ensuring a clean, organized, and polished environment.
• Oversee courier services, incoming and outgoing mail, and vendor deliveries.
• Order and maintain stock levels for office supplies, kitchen items, and other onsite necessities.

Executive & Meeting Support

• Provide calendar management, travel coordination, and expense processing for senior leaders.
• Act as first line of calendar defense by proactively resolving scheduling conflicts.
• Support onsite and offsite meetings by preparing materials, coordinating logistics, and supporting setup and execution.
• Partner closely with departments to adjust boardroom bookings and support evolving meeting needs.
• Prepare meeting spaces, manage catering requirements, and ensure boardroom readiness. Coordinate catering for onsite meetings and events across facilities.

Vendor Coordination

• Support relationships with vendors and internal departments for supplies, catering, services, and facilities-related needs.
• Track inventory and ensure timely ordering and restocking.
• Escalate vendor issues to HQ when needed.

General Administration

• Support company-wide events, celebrations, Town Halls, and engagement initiatives as part of the Admin Team (Social Committee), onsite and offsite.
• Perform additional administrative or operational tasks in support of evolving business needs.
• Communicate effectively across departments and with HQ.
• Balance multiple priorities and respond to changing needs with agility.
• Maintain an understanding of internal departmental roles and services to help direct operational needs, issues, and escalations appropriately.
• Reinforce company policies and standards onsite.

Qualifications WHO YOU ARE:

• 3+ years of experience in an administrative, office coordinator, or travel coordinator role.
• Strong written and verbal communication skills—clear, professional, and friendly.
• Excellent multitasking ability and organizational skills in a fast-paced setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Detail-oriented with a proactive, solutions-oriented mindset.

Preferred

• Experience in a customer- or client-facing role.
• Familiarity with logistics coordination, internal communications, or facilities support.

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.

Benefits 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.
• 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.