Administrative Assistant (Contract)

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.

Reporting to the Director, Project Management Office, the Administrative Assistant (Contract) provides senior level administrative support to two Directors in the Major Projects department.  The Administrative Assistant will act as liaison between the Directors and other internal and external parties and support the team under the Directors.

This role is on-site at our Calgary Head Office, starting with an initial 12-month contract.

Key responsibilities

• Provide personalized senior level administrative support in a well-organized and timely responsive manner.
• Manage the Director’s electronic calendar and resolve conflicts due to a high volume of meeting requests, travel, competing priorities, and time sensitive meetings.
• Monitor the Director’s inbox, flag for: action, importance, important data, and file and manage as needed.
• Book and coordinate travel requirements as requested, sometimes on short notice.
• Timely submission of the Director’s expenses.
• Manage and review expenses from direct reports for approval.
• Follow-up in a timely manner on invoices, purchase orders, and various documents that require the Director’s approval for processing.
• Ensure information is accurate, organized and formatted correctly as there is a high volume of document management (electronic and paper).
• Ensure the Director and his direct reports are in contact, and any information is relayed quickly and accurately.
• Support Director’s team of Direct reports with administrative needs in the office and the field including ordering supplies, on-boarding / off-boarding contractors, tracking training deadlines, etc.
• Organize various internal and external functions including logistics for external meetings (hotels, catering, meeting rooms), preparation of materials, escorting guests to meeting rooms.
• Assist with special projects as they arise – travel tours, management, and ordering of project wide initiatives, securing vendor accounts, review of current process and places for improvement.
• Manage the team’s vacation schedule.
• Office floor space coordination.
• SharePoint access and administration.
• General floor – public service announcements, supplies, meeting room support, equipment service.
• Project documentation, i.e., formatting presentations, gate decision packages.

Qualifications and Professional Experience

• Post-secondary education in Administration or related discipline preferred.
• 10+ years of administrative experience.
• Specific knowledge of the pipeline and construction industry would be an asset.

• Excellent computer skills with advanced knowledge of Microsoft Office Suite and SharePoint.
• Ability to work independently and yet a dedicated and committed team player.
• Detail oriented and superior organization skills, work well under pressure and handle tight timelines and voluminous tasks.
• Excellent verbal and written communication skills.  When required, able to enhance pieces of communication and reports.
• Strong interpersonal skills with the ability to build relationships at differing levels within the organization.
• Flexible and comfortable working in a fast-paced, dynamic office environment.
• Resourceful and able to learn quickly.
• Ability to prioritize and seek direction when needed.  Must be capable and able to work with minimum supervision at times.
• Ability to troubleshoot problems and seek out answers.
• Reliable and responsive.
• Critical thinker with a strong work ethic, flexible and able to work collaboratively with other administrators and departments.
• Exhibits a professional, courteous manner at all times and exercise discretion in dealing with confidential information.

Other Requirements and Information

• May need to provide support outside of regular business hours and/or on the weekend.

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;
• 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.