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.

Supporting the Director Shipper Services the Administrative Assistant role will provide operational and functional support including organizational planning, and day-to-day execution of specific tasks. The position will plan and organize routine and extraordinary functions, provide resources to the departments for problem-solving and issue resolution and ensure process and workflow are efficient. The Administrative Assistant will represent and interface with the Director and other internal and external entities as they support he Shipper Services team.  

This position is based in the Calgary Office. This is a full-time in office contract position for a 6-month term.

Key Responsibilities:

• Manages day-to-day administrative affairs, including the scheduling of all appointments, conferences, speaking engagements, and other commitments; handles changes or cancellations as deemed necessary and/or appropriate. Department liaison for Facilities and IT Requirements. Schedule Shipper meetings, shipper correspondence, and maintain contact lists.
• Provide data entry, scanning, and administrative assistance in various corporate systems including D365, ADP Workforce, BMO Spend Dynamics, Vista and OceanSmart.
• Maintains an efficient flow of information between all levels of the organization including internal and external contacts; serves as a liaison with other departments, affiliate organizations, and senior-level staff.
• Review and process Director's electronic mail, prioritizing and determining its disposition. Direct mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply. Determines which correspondence can be handled by self and takes initiative in drafting responses based on knowledge of their activities, interests, priorities, and issues. Follows the same procedures for electronic mail.
• Reviews, proofreads, and formats all correspondence prepared for signature to ensure accuracy and completeness, exercises good judgment in following up with staff to ensure deadlines are met on documents requiring a signature.
• Assists with the coordination and administering of sensitive meeting material; handles confidential and sensitive information with poise, tact, and diplomacy.
• Support Director’s financial administration requirements including invoice tracking and coding, employee expenses, new vendor setup and procurement activities, time reporting (D365/ADP), and department vacation schedule.
• Compiles information for meetings including background prior, attends and summarizes.
• Creates supporting documents in preparation for scheduled appointments, and speaking engagements, coordinates with other departments, as needed.
• Oversee and coordinate all internal/external meetings and travel.
• Maintain department organizational slide.
• Maintain operating procedure and reference binders.

Qualifications and Professional Experience:

• Post secondary education training in business systems (Microsoft Office- Outlook, Word processing and Excel).
• Advanced knowledge of organization structure and hierarchy.
• Minimum of 3 years’ experience in an administrative support role, preferably in an oil and gas or industrial environment.
• Working knowledge of D365 and/or financial systems is considered an asset.  
• Proficiency at an intermediate level of Microsoft Outlook, Word, PowerPoint, Excel, Teams, and SharePoint
• Strong interpersonal, communication and organizational skills. Flexible and able to work effectively within a team and maintain a professional and respectful manner with co-workers and external parties.
• Ability to work independently and take initiative to problem solve and move items forward.
• Ability to work under pressure with tight deadlines during critical times.
• Ability to attend to detail and accuracy and work in a time-conscious and time-effective manner in a high-paced, agile, and multi-task environment.
• Strong Organizational skills.

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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.