Executive Assistant, Major Projects

Trans Mountain Corporation operates Canadas only pipeline system transporting oil products to the West Coast. We deliver approximately 890000 barrels of petroleum products each day through a dual pipeline system of more than 1150 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 Canadas 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 Mountains core values Safety Integrity Respect and Excellence guide our every step. Each obstacle weve overcome or success weve experienced has been the result of a shared commitment to living these values every day. Together were focused on doing the right thing for each other and our communities. If you are looking for an opportunity to apply your strengths in an environment that encourages Safety Integrity Respect and Excellence we invite you to explore this opportunity with us!

Location: Calgary Head Office

Department: Major Projects Admin

Reports to: Vice President Major Projects

Worker Type: Employee

Schedule Type: Full-time

Work Setting: In-office

Trans Mountain is seeking a collaborative motivated and values driven individual to join our dynamic team as Executive this position you will play a key role in providing high-level operational and administrative support to the VP Major Projects. Key responsibilities include managing priorities calendars meetings travel expenses and sensitive communications. The role also supports financial and operational administration coordinates documents and events and acts as a key liaison with internal and external stakeholders to enable efficient business operations.

Key Responsibilities

• Provide comprehensive administrative support to the VP Major Projects along with their respective team members.
• Manage a high volume of meeting requests and daily interactions based on priority and availability while serving as a key point of contact for internal departments and external stakeholders.
• Coordinate complex calendars internal and external meetings travel arrangements and executive logistics while serving as a key liaison with internal departments project teams contractors consultants and external stakeholders.
• Prepare format proofread and edit presentations reports correspondence and other documents ensuring materials are accurate professional visually effective and aligned with corporate brand standards.
• Assist with travel arrangements expense reports invoice coding approvals tracking requisitions timesheets permit workflows and Annual Budget Planning processes in collaboration with Finance and other business partners.
• Coordinate onboarding for new employees and contract staff plan integrated team events townhalls and leadership meetings prepare meeting minutes where required follow up on action items and maintain distribution lists.
• Oversee office services coordinate equipment maintenance in collaboration with the Service Desk and Calgary Facilities and procure office supplies to support daily operations.
• Provide backup coverage for other Executive Assistants during absences supporting senior VPs with essential tasks as needed.

Qualifications and Professional Experience

• Post-secondary training in administrative functions Computer applications such as Microsoft applications.
• General Office Administration Diploma is preferred.
• Minimum 10 years of progressive experience.
• Proficient with Microsoft Office applications (Word Excel Outlook Adobe).
• Skilled in leveraging and utilizing AI tools to improve efficiency productivity process effectiveness and drive administrative excellence. .
• General knowledge of Capital Project Management processes including project controls engineering procurement and construction.
• Committed to the highest level of integrity and confidentiality.
• 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 and a necessity in helping to resolve conflicts and issues.
• Ability to demonstrate tact diplomacy and professionalism and exercise discretion.
• Strong communication skills both verbal and written strategic thinker and problem solver.
• Strong interpersonal skills and the ability to build relationships at different levels within the organization and a necessity in helping to resolve conflicts and issues.
• Ability to demonstrate tact diplomacy and professionalism and exercise discretion.
• Strong communication skills both verbal and written strategic thinker and problem solver.
• Proven organizational skills with the ability to manage priorities meet deadlines and maintain attention to detail in a fastpaced environment.
• Commitment to inclusive practices and a willingness to contribute positively to a collaborative and supportive workplace culture.

Working Conditions

• Willingness and ability to travel as required.
• May need to provide support outside of regular business hours and/or on the weekend.

Application

Candidates may submit their application in English or French. To apply in French please use our French careers site: Careers (French)

At Trans Mountain we believe in an inclusive accessible and barrier free recruitment and selection process for all applicants. If you require an accommodation at any point in the process please contact us at: or the designated Talent Acquisition Advisor. Accommodation requests will not affect the assessment of your application or candidacy or the designated Talent Acquisition Advisor. Accommodation requests will not affect the assessment of your application or candidacy.

We Build Careers and Pipelines That Last

Our story is about determination resourcefulness and resilience. Its 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 its 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 Mountains 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) Nlakapamux 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 organizations 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.