Executive Assistant, Major Projects

Trans Mountain • Calgary, AB

1d • Onsite

About The Position

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. 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. If you are looking for an opportunity to apply your strengths in an environment that encourages Safety, Integrity, Respect, and Excellence, we invite you to explore this opportunity with us! Trans Mountain is seeking a collaborative, motivated, and values driven individual to join our dynamic team as Executive Assistant. In this position, you will play a key role in providing high-level operational and administrative support to the VP, Major Projects. Key responsibilities include managing priorities, calendars, meetings, travel, expenses, and sensitive communications. The role also supports financial and operational administration, coordinates documents and events, and acts as a key liaison with internal and external stakeholders to enable efficient business operations.

Requirements

• Post-secondary training in administrative functions, Computer applications such as Microsoft applications.
• Minimum 10 years of progressive experience.
• Proficient with Microsoft Office applications (Word, Excel, Outlook, Adobe).
• Skilled in leveraging and utilizing AI tools to improve efficiency, productivity, process effectiveness and drive administrative excellence.
• General knowledge of Capital Project Management processes including project controls, engineering, procurement, and construction.
• Committed to the highest level of integrity and confidentiality.
• 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 and a necessity in helping to resolve conflicts and issues.
• Ability to demonstrate tact, diplomacy, and professionalism, and exercise discretion.
• Strong communication skills, both verbal and written, strategic thinker, and problem solver.
• Proven organizational skills with the ability to manage priorities, meet deadlines, and maintain attention to detail in a fast‑paced environment.
• Commitment to inclusive practices and a willingness to contribute positively to a collaborative and supportive workplace culture.

Nice To Haves

• General Office Administration Diploma is preferred.

Responsibilities

• Provide comprehensive administrative support to the VP, Major Projects, along with their respective team members.
• Manage a high volume of meeting requests and daily interactions based on priority and availability, while serving as a key point of contact for internal departments and external stakeholders.
• Coordinate complex calendars, internal and external meetings, travel arrangements, and executive logistics, while serving as a key liaison with internal departments, project teams, contractors, consultants, and external stakeholders.
• Prepare, format, proofread, and edit presentations, reports, correspondence, and other documents, ensuring materials are accurate, professional, visually effective, and aligned with corporate brand standards.
• Assist with travel arrangements, expense reports, invoice coding, approvals tracking, requisitions, timesheets, permit workflows, and Annual Budget Planning processes in collaboration with Finance and other business partners.
• Coordinate onboarding for new employees and contract staff, plan integrated team events, townhalls and leadership meetings, prepare meeting minutes where required, follow up on action items, and maintain distribution lists.
• Oversee office services, coordinate equipment maintenance in collaboration with the Service Desk and Calgary Facilities and procure office supplies to support daily operations.
• Provide backup coverage for other Executive Assistants during absences, supporting senior VPs with essential tasks as needed.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree