Executive Assistant

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.

The Executive Assistant will provide operational and functional support directly to the Chief Legal & Indigenous Affairs Officer (CLIAO) including Legal Department management and related company executive liaison activities, and legal assistance to an in-house legal counsel team. The Executive Assistant will be required to handle confidential and sensitive information with poise, tact, and diplomacy and ensure effective interaction with other Executive Assistants across the organization.

Key Responsibilities

Administrative Support

• Works closely and effectively with the CLIAO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Maintains an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities.
• Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Screens incoming telephone calls and emails, determining the nature of the inquiry and whether it requires attention, takes messages, maintains contact lists, and whenever possible responds directly based on knowledge of executive preferences, or ensures an appropriate transfer to another department.
• Coordinates administrative requirements of budget, expense reporting and reimbursement and time reporting.
• Oversees and coordinates all internal/external meetings and travel.

Meeting Coordination

• Proactively manages the day-to-day administrative affairs of the CLIAO’s office, scheduling all appointments, conferences and speaking engagements and other commitments; handles changes or cancellations as deemed necessary and/or appropriate.
• Responsible for distributing materials and ensuring logistical arrangements.

Correspondence and Document Preparation

• Compiles information and research for meetings which include, background for meetings, background on external meeting attendees, meeting summaries and/or supporting documents in preparation for scheduled appointments, meetings, and speaking engagements.
• Coordinates with other departments as necessary for speeches and communications for preparation of specific engagements and maintains and tracks detailed priority list of projects and engagements.
• Processes all incoming correspondence received in the office, 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 letters, making corresponding amendments to documents, including formatting, based on knowledge of their activities, interests, priorities, and issues.
• 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.

Support for Corporate Secretary’s Office

• Manage records and provide support for maintenance of minute books for the corporation and its subsidiaries, including ensuring safe storage of records
• Assist, when needed, with loadings materials to Diligent and prepare Board meeting binder

Legal Research

• Review statutes and summarize provisions for review by the Legal team

Qualifications and Professional Experience

• 10+ years of executive-level administrative experience in an operating environment.
• Some post-secondary education would be considered an asset.
• Specific knowledge of the pipeline and construction industry would be an asset but not required.
• Takes initiative and proactively support the Executive in a range of tasks while ensuring things run smoothly so the Executive can focus on high value work.
• Ability to anticipate the needs/preferences of the leader.
• Strong interpersonal skills and the ability to build relationships at different levels within the organization.
• Ability to demonstrate tact, diplomacy, and professionalism, and exercise discretion in dealing with confidential information.
• Strong communication skills, both verbal and written, strategic thinker, and problem solver.
• Experience with Executive Calendar Management.
• Advanced knowledge of organizational structure and hierarchy.
• Ability to plan and coordinate conferences/events.
• Ability to work independently and yet be a dedicated and committed team player.
• Detail-orientated and superior time management and organizational skills.
• Ability to execute work efficiently and effectively.
• Excellent computer skills with advanced knowledge of Microsoft Office Suite, SharePoint, PowerPoint, and Excel.
• Flexible and comfortable working in a fast-paced, dynamic office environment.
• Enthusiasm for teaching and sharing with a genuine curiosity for learning.

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.