Corporate Administrative Coordinator

Corporate Administrative Coordinator
Location:Houston
Job status:Part Time Fixed Term
Department:Commercial Development US

Is this position safety sensitive
:

No

This is a 6-month contract position

The Corporate Administrative Coordinator manages day-to-day operations for Gibson Energy’s Houston office while providing administrative support to senior leadership. This role coordinates with executives, employees, customers, vendors, building management, and other company locations.

The role combines executive support, office management, event planning, travel coordination, budget administration, and employee experience responsibilities. The successful candidate will be highly organized, proactive, and comfortable managing competing priorities in a fast-paced, visible environment.

• Provide administrative support to senior leaders, helping manage priorities, schedules, and key business activities.
• Coordinate meetings, travel arrangements, and executive engagements across multiple locations and time zones.
• Manage executive expenses and support confidential business initiatives.
• Anticipate needs, solve problems proactively, and ensure leaders are equipped for success.

• Serve as the primary point of contact for the Houston office and help maintain a professional, welcoming workplace environment.
• Coordinate workspace setup, employee and visitor access, parking, office services, and general office administration.
• Partner with building management and service providers to support office operations and facilities needs.
• Oversee office supplies, mail distribution, kitchen services, and workplace resources.

• Plan and execute internal and external events that enhance employee engagement and showcase Gibson’s culture and brand.
• Coordinate event logistics including venues, vendors, catering, transportation, accommodations, and budgets.
• Partner with leaders and teams across Canada and the United States to deliver successful events and experiences.

• Coordinate travel arrangements for leadership and employees as required.
• Support travel, event, and promotional budgets through expense tracking, reporting, and invoice processing.
• Work closely with vendors and internal stakeholders to ensure accurate and timely payment processing.

• Support workplace onboarding activities, including workspace preparation and employee logistics.
• Partner with Human Resources and Information Technology to help employees access the tools and resources they need to succeed.
• Assist with workplace technology coordination and employee support inquiries.

• Bachelor’s degree or diploma in Business Administration, Management, Communications, Hospitality, or a related field preferred; equivalent relevant experience will be considered.
• 3-5 years of progressively responsible experience in executive support, office management, corporate administration, event management, or a related field.
• Prior experience supporting senior executives in a corporate environment strongly preferred.
• Experience in the energy, midstream, infrastructure, industrial, or legal sectors, or other publicly traded company environment preferred.
• Demonstrated experience coordinating complex executive travel, meetings, and corporate events.
• Experience managing budgets, expenses, vendors, contracts, and invoice processing.
• Strong proficiency with Microsoft Office suite and corporate, travel, expense, and invoice management systems.
• Ability to travel periodically to other company locations and corporate events.

• Hours of work will be 8 hours per day in office tuesdays, wednesdays, thursdays
• The majority of work is performed in an office…