Executive Assistant

Trans Mountain operates Canada’s only pipeline system transporting oil products to the West Coast. We deliver approximately 300,000 barrels of petroleum products each day through 1,150 kilometres of pipeline in Alberta and British Columbia, and 111 kilometres of pipeline in Washington state.

The Executive Assistant will provide operational and functional support directly to the Chief Operations Officer (COO) including organizational planning, and the day-to-day execution of specific tasks. The Executive Assistant will coordinate with internal and external stakeholders, provide logistical and travel support, as well work on Operations-related projects.  Problem solving and issue resolution will be a part of the role and ensuring processes and workflows are efficient.

Key Responsibilities:

• Develop a firm understanding of the office of the COO, personnel, and priorities.  
• Work closely and effectively with the COO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately and troubleshoot as needed.
• Maintain an efficient flow of information between all 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.
• Researche, prioritize, and follow up on incoming issues and concerns addressed to the COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Proactively manage the day-to-day administrative affairs of the COO’s office, scheduling all appointments, conferences and speaking engagements and other commitments; handle changes or cancellations as deemed necessary and/or appropriate.
• 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 COO’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.
• Coordinate administrative requirements of budget, expense reporting and time reporting.
• Oversee and coordinate all internal/external meetings and travel.
• Handle confidential and sensitive information with poise, tact, and diplomacy.
• Ensure effective interaction with other Executive Assistants across the organization.

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.
• 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.
• 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, and PowerPoint.
• Flexible and comfortable working in a fast-paced, dynamic 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.

At rewarding opportunity:

• Competitive compensation
• Comprehensive benefits programs including flexible benefits, pension and savings plans
• Focus on health, safety and mental well-being of our workforce

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 existing, and expansion, pipeline corridor.

In Alberta, the existing 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 Diversity and Inclusion

Trans Mountain is committed to supporting diversity and individual differences.  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.  Trans Mountain welcomes new team members from traditionally underrepresented groups, including women, Indigenous Peoples, members of visible minorities and persons with disabilities.