Executive Assistant

Trans Mountain Corporation operates Canada’s only pipeline system transporting oil products to the West Coast. We deliver approximately 890,000 barrels of petroleum products each day through a dual pipeline system of more than 1,150 kilometres of pipeline in Alberta, British Columbia and Washington state.

Trans Mountain also operates a state-of-the-art loading facility, Westridge Marine Terminal, with three berths providing tidewater access to global markets.

As a federal Crown corporation, Trans Mountain continues to build on more than 70 years of experience delivering operational and safety excellence through our crude oil pipeline system.

With our expanded pipeline system now in place, Trans Mountain provides enhanced direct access for Canadian crude oil to world markets. The expansion realizes a world-class system for oil transport, developed to Canada’s high standards within one of the most stringent regulatory regimes in the world, creating long-term economic benefits, enhanced marine protection, enhanced safety and emergency management capabilities, and enhanced skilled-worker capacity building in communities and Indigenous groups.

Our Core Values

Trans Mountain’s core values – Safety, Integrity, Respect and Excellence – guide our every step. Each obstacle we’ve overcome or success we’ve experienced has been the result of a shared commitment to living these values every day. Together, we’re focused on doing the right thing for each other and our communities.

The Executive Assistant will provide operational and functional support directly to the Chief Administrative Officer (CAO) including planning and the day-to-day execution of specific tasks. The Executive Assistant will coordinate with internal and external stakeholders, provide logistical and travel support, as well work on projects as assigned. Problem solving and issue resolution will be a part of the role and ensuring processes and workflows are efficient.

This position is based in our Calgary Head Office and is a full-time in office position (not remote). Core working hours are from 8 am to 5 pm and may occasionally be required to work overtime.

Key Responsibilities:

• Develop a firm understanding of the office of the CAO, personnel, and priorities.
• Work closely and effectively with the CAO to keep the Executive well informed of upcoming commitments and responsibilities, following up appropriately with internal and external stakeholders and troubleshoot as needed.
• Provide executive level administrative support for calendar management, documentation, presentation/meeting material preparation, making and managing travel arrangements, and tracking and submitting expenses.
• Maintain an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities. Serve as a liaison with other departments and senior level staff.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CAO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Proactively manage the day-to-day administrative affairs of the CAO’s office, scheduling all appointments, conferences and speaking engagements and other commitments; handle changes or cancellations as deemed necessary and/or appropriate.
• Screen incoming calls, determining the nature of the call and whether it requires attention, maintain contact lists, and whenever possible respond to the caller directly based on knowledge of executive preferences, or ensure the caller receives an appropriate transfer to another department.
• Compile information and research for meetings which include, background for meetings, meeting summaries and/or supporting documents in preparation for scheduled appointments, meetings, and speaking engagements; coordinate with other departments as necessary and tracks detailed priority list of projects and engagements.
• Process all incoming correspondence received. Direct mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply.
• Determine when to take initiative in drafting responses for the CAO’s signature based on knowledge of their activities, priorities, and issues.
• Review, proofread, and format all correspondence prepared for signature to ensure accuracy and completeness, following up with staff to ensure deadlines are met.
• Preparation and compiling appropriate documentation for meetings, presentations and reports, building binders, paper/electronic filing, and photocopying.
• Coordinate administrative requirements of budget, expense reporting and time reporting.
• Budget administration duties such as assisting with invoice attestation, reviewing, tracking and payment, purchase order preparation, and entering information in budget documents.
• Oversee and coordinate all internal/external meetings and travel.
• Handle confidential and sensitive information with poise, tact, and diplomacy.
• Ensure effective interaction with other Executive Assistants across the organization.
  
  

Qualifications and Professional Experience:

• 10+ years of executive-level administrative experience in an operating environment.
• Some post-secondary education would be considered an asset.
• Specific knowledge of the pipeline and construction industry would be an asset but not required.
• Takes initiative and proactively support the Executive in a range of tasks while ensuring things run smoothly so the Executive can focus on high value work.
• Ability to anticipate the needs/preferences of the leader.
• Flexible and ability to adjust as needed to competing demands.
• Strong interpersonal skills and the ability to build relationships at different levels within the organization.
• Ability to demonstrate tact, diplomacy, and professionalism, and exercise discretion in dealing with confidential information.
• Strong communication skills, both verbal and written, strategic thinker, and problem solver.
• Experience with Executive calendar management.
• Advanced knowledge of organizational structure and hierarchy.
• Ability to plan and coordinate conferences/events.
• Ability to work independently and yet be a dedicated and committed team player.
• Detail-orientated and superior time management and organizational skills.
• Ability to execute work efficiently and effectively.
• Excellent computer skills with advanced knowledge of Microsoft Office Suite, SharePoint, and PowerPoint.
• Flexible and comfortable working in a fast-paced, dynamic office environment.
  
  

We Build Careers and Pipelines That Last

Our story is about determination, resourcefulness and resilience. It’s about charting our own course, finding innovative solutions to challenging problems and doing the right thing. It was true when Trans Mountain became a company in 1951 and it’s just as true today. We welcome new members to our team that embrace the qualities in our story, that thrive on the new path and directions we take. Our culture is one of care and taking our responsibilities seriously. If you would like to contribute to our culture, then join our journey.

A Rewarding Opportunity

We offer:

• Valuable experience providing opportunity for professional development and career advancement;
• An opportunity to engage with and learn from some of the most talented and experienced people in the business;
• Competitive compensation;
• Comprehensive benefits programs including flexible benefits, pension and savings plans
• A place to share a sense of purpose and build relationships;
• Meaningful work that makes a difference;
• An opportunity within the Canadian energy industry.
  
  

We value:

• The health, safety and wellness of everyone working in our company;
• Meaningful participation from Indigenous and local communities;
• The commitment and resilience of our people;
• Collaboration and achieving success together.
  
  

In keeping with Trans Mountain’s commitment to maximize benefits for communities, priority will be given to qualified candidates from Indigenous, local and regional communities along the Trans Mountain pipeline corridor.

In Alberta, the pipeline system spans the traditional territories of Treaty 6, 7 and 8, and the Métis Nation of Alberta (Zone 4).

In British Columbia, the system crosses the traditional territories of numerous First Nations that are affiliated with the Secwepemc, Dakelh (Carrier), Nlaka'pamux, Syilx/Okanagan, Interior and Coast Salish, Stó:lo, as well as the Métis.

Trans Mountain also operates through 15 First Nation Reserves located within the region spanning the BC interior through Fraser Valley.

Our Commitment to Inclusion, Diversity, Equity and Accessibility (IDEA)

Trans Mountain is committed to fostering inclusion, diversity, equity and accessibility. The diverse viewpoints and cultural knowledge that our employees bring to work enrich our organization’s collective cultural understanding, which is reflected in the work we do every day. We strive to create an environment that is free of barriers to promote full participation in the workplace. Trans Mountain welcomes new team members from traditionally underrepresented groups, including but not limited to women, Indigenous Peoples, members of racialized groups, persons with disabilities and members of the 2SLGBTQI+ community.