Administrative Assistant

About Trans Mountain

Trans Mountain Corporation operates Canada’s only pipeline system transporting oil products to the West Coast, delivering approximately 890,000 barrels of petroleum products daily across Alberta, British Columbia, and Washington state. They also manage Westridge Marine Terminal, a state-of-the-art loading facility providing global market access. As a federal Crown corporation with over 70 years of experience, Trans Mountain emphasizes operational and safety excellence. The expanded pipeline system enhances direct access for Canadian crude oil to world markets, adhering to high Canadian standards and stringent regulatory regimes, fostering long-term economic benefits, marine protection, enhanced safety, and skilled-worker capacity building in communities.

Our Core Values

Trans Mountain's core values – Safety, Integrity, Respect, and Excellence – guide every aspect of their work. These values are central to overcoming challenges and achieving success. The company is committed to doing the right thing for its employees and communities. If you are seeking an environment that champions these values, you are invited to explore opportunities with Trans Mountain.

The Opportunity: Administrative Assistant

Trans Mountain is seeking a collaborative, motivated, and values-driven individual to join their dynamic team as an Administrative Assistant. This pivotal role provides comprehensive administrative support to the Directors within the Regulatory, Land, and Permits department. The ideal candidate will possess a strong working knowledge of computer-based systems, including email, Microsoft Office Suite, and D365, coupled with effective interpersonal and relationship-building skills.

Key Responsibilities

• Manage Directors' electronic calendars, resolving conflicts from high meeting requests, travel, and time-sensitive priorities.
• Monitor Directors' inboxes, flagging urgent actions, important data, and managing communications, including responding and following up as appropriate.
• Assist Directors in tracking department goals and objectives, including submissions, deadlines, and performance management.
• Review and manage expenses from direct reports for approval.
• Promptly follow up on invoices, purchase orders, and documents requiring Directors' approval for processing.
• Coordinate the receipt and processing of invoices for approvals and payments through various internal systems.
• Manage the Directors' timely review and execution of contract agreements related to land, permitting, regulatory processes, and supply chain.
• Support special projects, including booking and coordinating travel, organizing travel tours, managing vendor accounts for project initiatives, and reviewing processes for improvement.
• Organize internal and external functions, handling logistics such as hotels, catering, meeting rooms, material preparation, and guest escorting.
• Collaborate with other administrative staff to support company initiatives like space planning, meeting management, and activity tracking.
• Provide administrative support to Directors' teams, including expense management, supply ordering, onboarding/offboarding, and tracking training deadlines.

Qualifications and Professional Experience

• Post-secondary education in Administration or a related discipline is preferred.
• Minimum of 7 years of administrative experience is required.
• A strong understanding of the pipeline and construction industry is considered an asset.
• Excellent computer skills, with advanced knowledge of Microsoft Office Suite and SharePoint.
• Proven track record of delivering high-quality work, managing competing priorities, and supporting key business processes in a fast-paced environment.
• Strong organizational skills with exceptional attention to detail, capable of coordinating high volumes of tasks, maintaining version control, and meeting tight deadlines.
• Effective communicator with excellent verbal and written skills, including the ability to enhance reports and written communications.
• Demonstrated ability to build strong relationships and work effectively with colleagues and stakeholders at all levels and from diverse backgrounds.
• Ability to work independently and collaboratively; reliable, responsive, and comfortable seeking directions when needed.
• Adaptable and resourceful, with the ability to learn quickly, troubleshoot issues, and think critically to find solutions.
• Maintains professionalism, courtesy, and discretion at all times, especially when handling confidential information.
• Committed to inclusive practices and contributing positively to a collaborative, supportive, and dynamic workplace culture.

Working Conditions

• Willingness and ability to travel as required.
• May need to provide support outside of regular business hours and/or on weekends.

A Rewarding Opportunity at Trans Mountain

Trans Mountain offers valuable experience for professional development and career advancement, with opportunities to learn from talented industry experts. The company provides competitive compensation, comprehensive benefits programs (including flexible benefits, pension, and savings plans), and a purposeful work environment within the Canadian energy industry.

Key skills/competency

• Administrative Support
• Calendar Management
• Microsoft Office Suite
• D365
• SharePoint
• Expense Management
• Stakeholder Communication
• Organizational Skills
• Confidentiality
• Process Improvement