Executive Administrative Assistant

South Bow•Houston, TX

About The Position

At South Bow, we do one thing, and we do it well: safely moving oil between some of the world’s most critical markets. We’re building our high-performing team with versatile thinkers who thrive on solving big challenges together. If you’re ready for a position where your skills are highly valued and your work is incredibly important, we want to meet you. Bring your talents to a new streamlined energy company, dedicated to operational, commercial and safety excellence as we pursue our critical purpose of delivering the energy people need. The Opportunity We are seeking an experienced Executive Administrative Assistant to provide high-level support to the General Counsel and the Vice President (VP) of Safety and Operations. This role involves managing complex and confidential administrative tasks that require a high level of professionalism, urgency, and meticulous attention to detail. The ideal candidate will engage regularly with internal teams, external partners, agencies, and service providers, and must bring a collaborative mindset to every interaction. Success in this position requires adaptability, excellent organizational skills, and the ability to thrive in a fast-paced environment with shifting priorities and tight deadlines.

Requirements

Relevant administrative experience, preferably supporting senior executives in high-paced, dynamic environments
Advanced proficiency in Microsoft Office Suite, including PowerPoint, Excel, and Word
Comfort using emerging AI tools to improve efficiency and drive results
Excellent written and verbal communication skills, capable of handling complex correspondence across multiple levels
Demonstrated ability to manage confidential information with discretion and professionalism
Strong organizational and time management skills, with a proven track record of meeting tight deadlines

Nice To Haves

Exceptional judgment and interpersonal skills when engaging with internal and external stakeholders
Detail-oriented and accurate, with a resourceful approach to problem-solving and meeting departmental needs
Proactive and self-motivated, with a creative mindset for identifying and implementing process improvements
Able to work independently with minimal supervision while anticipating business needs and priorities
A team player willing to pitch in where needed in a small office environment
Committed to upholding and exemplifying South Bow values in all aspects of work

Responsibilities

Managing highly dynamic calendars of appointments and meetings
Preparing and submitting expense reports
Drafting and handling confidential correspondence
Coordinating complex travel arrangements, itineraries, and meeting materials
Acting as the primary point of contact for internal teams, external stakeholders, agencies, and service providers on matters related to the General Counsel and VP, often involving sensitive or high-priority issues
Plan and coordinate executive-level meetings and external engagement activities
Draft professional communications including emails, memos, letters, and presentations with a high level of professionalism
Review and assess incoming memos, submissions, and reports to determine relevance and coordinate appropriate distribution
Manage departmental processes such as office planning and departmental moves
Handle confidential information with discretion, escalating critical issues to the appropriate executive when necessary
Utilize Microsoft Dynamics 365 (D365) to efficiently manage purchase requisitions and process invoices
Track and follow up on outstanding action items, invitations, correspondence, and documents requiring signature
Coordinate schedules, manage meeting setups, and ensure the smooth flow of daily operations across assigned departments
Assist in the execution of all administrative functions within the office
Foster strong working relationships and collaborate effectively with leadership and administrative staff across Canada and the United States.
Lead the coordination and execution of events, ensuring seamless planning and delivery