Administrative Assistant

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.

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

Occasional support at Quarry Park HQ as needed

The Administrative Assistant is an administrative partner and the operational anchor of CoolIT’s Starfield Manufacturing and R&D facilities. This full‑time, onsite role blends front‑of‑house professionalism with dependable administrative support and proactive support for leadership. You will manage calendars, travel, and expenses; coordinate meetings and events; and ensure the office environment consistently reflects professionalism, readiness and high standards. This role requires someone who takes ownership, balances multiple priorities with ease, and thrives in a dynamic, fast‑paced manufacturing environment.

With remote guidance, this position calls for someone confident, proactive, and capable of working independently while maintaining strong alignment with HQ & the broader Admin team.

• 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.

• 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.

• 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.

• 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.

• 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.

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

We…