Administrative Assistant - Repurposed to Operation Manager

ABOUT COOLIT, AN ECOLAB COMPANY

Founded in Calgary, Alberta in 2001, CoolIT 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  

Office Management 

• Ensure the new office is fully operational — overseeing setup, supplies, and day-to-day facilities
• Coordinate with contractors and vendors to monitor the new office renovation and ensure timelines are met
• Serve as the primary point of contact for building management and service providers

Executive Support 

• Manage executive calendars, including scheduling meetings, resolving conflicts, and prioritizing appointments
• Coordinate domestic and international travel logistics — flights, accommodations, visas, and itineraries
• Prepare meeting agendas, materials, and follow-up notes as needed 

Event & Marketing Support 

• Support planning and execution of trade show participation, including Computex and other APAC events
• Coordinate logistics for event booths, materials, team schedules, and vendor communications
• Liaise with the marketing team to ensure brand standards and deliverables are met on time 

HR & Recruiting Support 

• Assist HR in coordinating the interview process — scheduling, candidate communications, and logistics
• Maintain organized records of applicant pipelines and interview feedback
• Help onboard new hires with office orientation and administrative setup 

Administrative & Reception Support 

• Serve as the first point of contact for incoming calls — answer, screen, and route calls professionally, take messages, and follow up as needed
• Greet and assist visitors, clients, and delivery personnel in a courteous and professional manner, ensuring a welcoming front-office experience
• Manage incoming and outgoing mail, packages, and courier deliveries — coordinate with shipping carriers, track shipments, and maintain accurate shipping and receiving logs
• Prepare and process domestic and international shipments, including customs documentation, labeling, and coordination with freight forwarders as required
• Maintain a tidy and organized reception area, manage office visitor logs, and ensure security and access procedures are followed

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 thank every candidate in advance, however, only those selected for an interview will be contacted.  Please note: immigration sponsorship is not available for this role.

Successful candidates for this position will be required to undergo background checks including criminal records check and education.