Executive Administrative Assistant

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.

We are seeking an experienced Executive Administrative Assistant to provide high-level support to the General Counsel and the Vice President 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.

• Providing comprehensive administrative support to the General Counsel and VP of Safety and Operations, including:
• 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
• Communications and Event Coordination
• 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

• 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

• 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…