Executive 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.

Reporting to the Vice President, Human Resources, this position will provide executive administrative support, ensuring efficient operation of the HR department and act as a liaison between the Vice President, Human Resources and others to ensure timely follow-up of requests, gathering and assimilating information.  This role involves managing calendars and schedules, coordinating meetings, travel, expense reports, budget tracking, and handling general employee communications.  This role 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.

The ideal candidate will possess exceptional communication and organizational skills, attention to detail, and the ability to thrive in a fast-paced environment.  This role requires a proactive and resourceful individual who can anticipate the needs of the VP and effectively manage competing priorities.   

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

Key Responsibilities:

• Develop a firm understanding of the VP HR, personnel, program, policies, and priorities.  
• Work closely and effectively with the VP HR 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 department and stakeholder 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 VP HR, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• 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 VP HR’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.
• Assist with formatting, editing and enhancing presentation materials.
• Prepare agendas, take minutes, and follow up on action items from meetings.
• 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.
• Responsible for Service Award program, correspondence and follow up.
• Work with various members of the HR team to ensure that all HR policies are kept updated.
• Organize and coordinate HR events, such as training sessions, workshops, and team-building activities.
• Liaise with Facilities for HR space planning and follow up with Facilities on requests.
• Liaise the Finance department to support financial administration requirements including invoice coding, expenses, and departmental administrative costs.
• Handle confidential and sensitive information with poise, tact, and diplomacy.
• Ensure effective interaction with other Executive Assistants across the organization.
• Other duties as assigned.

Professional Qualifications:

• Minimum of 10 years’ experience in an administrative support role with several years supporting executive level leadership.
• Post secondary education business-related field would be a strong asset.

• Previous experience working in Human Resources, Legal, or any work environment where dealing with sensitive and confidential information, situations, and individuals was required.
• Advanced skills with the Microsoft suite of products being proficient with Excel, Word, and PowerPoint.
• Specific knowledge of the pipeline and oil & gas industry would be considered an asset. 

Competencies/Skills:

• Exceptional organizational skills with the ability to coordinate and process a high volume of tasks, including version control of various documents.
• 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.
• 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.
• Excellent verbal and written communication skills.  When required, able to enhance pieces of communication and reports.
• Exhibits a professional, courteous manner and exercise discretion in dealing with confidential information at all times.
• Ability to work independently and take initiative to problem solve and move items forward.
• Critical thinker with a strong work ethic, flexible and able to work collaboratively with other administrators and departments.
• Resourceful and able to learn quickly.
• Agile with changes in workflow and volume of requests.
• Comfortable and confident working in a fast-paced 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.