Administrative 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.

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!

Calgary Head Office

Land & Right of Way

Director, Land & Right of Way

Employee

Full-Time

In-office

Trans Mountain is seeking a collaborative, motivated, and values driven individual to join our dynamic team as an Administrative Assistant. In this position, you will play a key role in providing administrative support to the Directors in the Regulatory, Land and Permits department. The successful candidate will demonstrate a working knowledge of computer-based systems including email, Microsoft Office Suite, D365, and effective interpersonal and relationship building skills.

• Manage the Directors' electronic calendar and resolve conflicts due to high meeting requests, travel, competing priorities, and time-sensitive meetings. Monitor the Directors' inbox, flag for action, importance, and essential data, and file and manage as needed including responding where appropriate and following up. Aid Directors in management and tracking of department goals and objectives (submissions, deadlines) including performance management.
• Manage and review expenses from direct reports for approval. Follow up promptly on invoices, purchase orders, and documents that require the Directors' approval for processing. Coordinate receipt and response to invoices for approvals and payments through the various processes at Trans Mountain. Manage the Directors' prompt review and execution of various contract agreements pertaining to land, permitting, regulatory processes and supply chain.
• Assist with special projects as they arise – book and coordinate travel requirements as requested, travel tours, management and ordering of comprehensive project initiatives securing vendor accounts, review of the current process and places for improvement.
• Organize various internal and external functions including logistics for external meetings (hotels, catering, meeting rooms), preparation of materials, and escorting guests to meeting rooms. Work with other admins to support company initiatives on behalf of department (space planning, meeting management, activity tracking, etc.).
• Support Directors' teams of direct reports with administrative needs in the office and the field including expenses, ordering supplies, onboarding / offboarding new team members, and tracking training deadlines.

• Post-secondary education in Administration or related discipline preferred.
• Minimum 7…