Executive Assistant

Executive Assistant Apply now » Date: Jun 24, 2024 Location: Calgary, Alberta, Canada #job-location.job-location-inline { display: inline; } Company: Trans Mountain Trans Mountain operates Canada’s only pipeline system transporting oil products to the West Coast. We deliver approximately 300,000 barrels of petroleum products each day through 1,150 kilometres of pipeline in Alberta and British Columbia, and 111 kilometres of pipeline in Washington state. Our Core Values 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. Reporting to the Vice President, Business Development & Commercial Services, this position will provide operational and functional support Including managing calendars, meetings, travel, expense reports, complex administrative support and communication liaison and relationship management with both internal and external stakeholders. The position requires an individual who can deliver outstanding customer service with an emphasis on precision, detail, urgency, and discretion. The ideal candidate will possess exceptional communication and organizational skills, attention to detail, and the ability to thrive in a fast-paced environment. This role requires a proactive and resourceful individual who can anticipate the needs of the VP and effectively manage competing priorities with discretion and confidentiality. This position is based in our Calgary Head Office and is a full-time in office position (not remote). Key Responsibilities Provide high level administrative support for the VP Business Development & Commercial Services. Prioritize and respond to a high volume of meeting requests, emails, and daily interactions based on their importance and the VPs' availability. Support travel reservations, processing expenses, acquiring approvals, and the coordination of meetings. Support Director level employees as time allows. Oversees office services and equipment maintenance in coordination with Service Desk and Calgary Facilities. Document preparations, building binders, paper/electronic filing, and photocopying. Assist in scheduling and liaising for customer meeting requests. Provide cross functional support for Administrative Assistants when they are out of office to cover light duties for their respective Senior Directors/VP. Assist with editing and enhancing presentation materials. Respond to requests for information or assistance as needed. Liase with facilities for space planning and the finance department to support financial administration requirements including invoice coding, employee expenses, and departmental administrative costs. Qualifications and Professional Experience Post-secondary education in Administration or related discipline preferred. Minimum of 10 years’ experience in an administrative support role with several years supporting executive level leadership. General Office Administration Diploma. Excellent computer skills with advanced knowledge of MS Office skills, proficiency with Excel, SharePoint, and PowerPoint. Exceptional communication skills, both verbal and written. Specific knowledge of the pipeline and oil & gas industry would be an asset.  Superior organization skills and dedication to completing projects in a timely manner. Ability to work independently and take initiative to problem solve and move items forward. General knowledge of Capital Project Management processes including project controls, engineering, procurement, and construction. Excellent attention to detail and a demonstrated ability to work well under pressure and handle tight timelines. Work collaboratively with other administrators and departments. Ability to demonstrate tact, diplomacy, and professionalism, and exercise discretion in dealing with confidential information. Comfortable and confident working in a fast-paced office environment. Strong interpersonal skills and the ability to build positive relationships at differing levels within the organization and a necessity in helping to resolve conflicts and issues.  Critical thinker with a strong work ethic, flexible and able to work collaboratively with other administrators and departments. Other Requirements and Information May need to provide support outside of regular business hours and/or on the weekend. Office work. We Build Careers and Pipelines That Last Our story is about determination, resourcefulness and resilience. It’s about charting our own course, finding innovative solutions to challenging problems and doing the right thing. It was true when Trans Mountain became a company in 1951 and it’s just as true today. We welcome new members to our team that embrace the qualities in our story, that thrive on the new path and directions we take. Our culture is one of care and taking our responsibilities seriously. If you would like to contribute to our culture, then join our journey. A Rewarding Opportunity We offer: 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. We value: The health, safety and wellness of everyone working in our company; Meaningful participation from Indigenous and local communities; The commitment and resilience of our people; Collaboration and achieving success together.  In keeping with Trans Mountain’s commitment to maximize benefits for communities, priority will be given to qualified candidates from Indigenous, local and regional communities along the Trans Mountain existing, and expansion, pipeline corridor. In Alberta, the existing pipeline system spans the traditional territories of Treaty 6, 7 and 8, and the Métis Nation of Alberta (Zone 4). In British Columbia, the system crosses the traditional territories of numerous First Nations that are affiliated with the Secwepemc, Dakelh (Carrier), Nlaka'pamux, Syilx/Okanagan, Interior and Coast Salish, Stó:lo, as well as the Métis. Trans Mountain also operates through 15 First Nation Reserves located within the region spanning the BC interior through Fraser Valley. Our Commitment to Inclusion, Diversity, Equity and Accessibility (IDEA) Trans Mountain is committed to fostering inclusion, diversity, equity and accessibility. The diverse viewpoints and cultural knowledge that our employees bring to work enrich our organization’s collective cultural understanding, which is reflected in the work we do every day. We strive to create an environment that is free of barriers to promote full participation in the workplace. Trans Mountain welcomes new team members from traditionally underrepresented groups, including but not limited to women, Indigenous Peoples, members of racialized groups, persons with disabilities and members of the 2SLGBTQI+ community. Apply now »