Administrative Assistant, Human Resources

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.

As the Administrative Assistant, Human Resources with Trans Mountain, you will have the opportunity to work with a dynamic team of Human Resources professionals. This is an in-office position reporting to the Director, HR Business Partnerships. The Administrative Assistant will provide administrative support to the management team for Human Resources, including: Business Relationship & Support, Total Rewards, HR Programs, Talent Acquisition, and Inclusion Diversity Equity & Accessibility (IDEA). The position requires an individual who values and maintains confidentiality at all times, exercises good judgement and discretion, operates with integrity, pays high attention to detail, proactively coordinates important routine tasks, can act with a sense of urgency while not sacrificing work quality, and adapts to shifting daily demands.

Key responsibilities include but are not limited to

• Provide administrative support for calendar management, documentation, presentation/meeting material preparation, making travel arrangements, and tracking and submitting expenses;
• Assist with formatting, editing and enhancing presentation materials;
• Budget administration duties such as assisting with invoice attestation, reviewing, tracking and payment, and entering information in budget documents;
• Assistance in managing supply chain related processes;
• Administrative duties related to data entry and document processing;
• Create and maintain process documentation, and identify opportunities for efficiencies and process improvements;
• Provide cross functional support and backup to HR Coordinators such as posting positions on external job sites, receiving and tracking inventory of recruitment materials, assembling and sending out new hire gifts, assisting with administration of onboarding sessions, etc.;
• Support various training initiatives and presentations hosted by the HRBP team including sending out invites and reminders, monitoring/tracking attendees and following up as needed, booking rooms, preparing and distributing materials, etc.;
• Developing process documents related to internal HR processes which this position administers such as payment of invoices, tracking training, etc.
• Collect, review and monitor training reports for HR sponsored training for Leaders and Employees to ensure the organization is compliant with legislative training requirements and obligations.
• Provide administrative support to the HRBP team related to the employee lifecycle (i.e.: submitting on/offboarding tickets, drafting correspondence, etc.);
• Provide general administrative support to the benefits team for the review of invoices and preparation/submission of remittances to third party vendors for savings plan, benefits, and pension plans.
• Provide support to the compensation team with calendar management, printing and organizing meeting materials.
• Support HR projects and initiatives as required;
• Maintain HR department email distribution lists;
• Respond to requests for information or assistance as needed;

Professional Qualifications

• Minimum of 5 years’ experience in administrative support functions;
• Post secondary education in Human Resources, Business-related field would be a strong asset;
• Previous experience working in Human Resources, Legal, and dealing with confidential information;
• Advanced skills with the Microsoft suite of products being proficient with Excel, Word, and PowerPoint;

Competencies/Skills

• Exceptional organizational skills with the ability to coordinate and process a high volume of tasks, including version control of various documents;
• Collaborative team player with strong communication and interpersonal skills;
• Excellent attention to detail and a demonstrated ability to work well under pressure and handle tight timelines;
• Committed to the highest level of integrity and confidentiality.
• Resourceful, reliable and able to learn quickly.
• Agile with changes in work flow and volume of requests.
• Ability to prioritize and seek direction when needed. Must be capable and able to work with minimum supervision at times.
• Strong communication and ability to work collaboratively with others.
• Ability to troubleshoot problems and seek out answers.
• Excellent verbal and written communication skills. When required, able to enhance pieces of communication and reports.
• Ability to attend to detail and work in a time-conscious and time-effective manner.
• Exhibits a professional, courteous manner at all times and respects the nature of confidential information.

A Rewarding Opportunity

• 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;
• 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 existing, and expansion, pipeline corridor.

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.