Administrative Assistant

Trans Mountain Corporation; Edmonton; On-site; CAD 45,000 - 65,000; Full time

Job summary

Trans Mountain Corporation is seeking an Administrative Assistant to provide comprehensive administrative and clerical support for the Edmonton Office. You will help ensure efficient operations of the office and support management and staff.

The role requires a community college diploma, 3+ years of administrative experience (preferably oil/gas/industrial), and strong skills in Outlook, Word, PowerPoint, Excel, OneNote, Teams, and SharePoint.

Qualifications

• Community college diploma or equivalent required.
• Post-secondary training in business systems, Microsoft Office, word processing, accounting, or related field is an asset.
• Minimum 3 years of administrative support experience, preferably in an oil and gas or industrial environment, with strong knowledge of office administration.
• Advanced proficiency in Microsoft Outlook, Word, and PowerPoint.
• Intermediate proficiency in Microsoft Excel.
• Strong proficiency in OneNote, Teams, and SharePoint.
• Emergency response and safety training are preferred.
• Conflict resolution and public interaction skills.
• Track record of delivering high‑quality work, managing competing priorities, and supporting key business processes or operational functions.
• Demonstrated ability to work effectively with colleagues and stakeholders from diverse backgrounds.
• Effective communication skills, including clear, respectful, professional conveyance.
• Proven organizational skills with ability to manage priorities and deadlines in a fast-paced environment.
• Commitment to inclusive practices and collaborative workplace culture.

Responsibilities

• Provide general administrative assistance including organizing mail, answering telephones, photocopying, filing, and document preparation and control including updating manuals.
• Maintain files and process documentation specific to the business area.
• Coordinate meetings, travel arrangements, and office services including maintenance supplies and equipment.
• Participate in safety meetings and emergency response exercises and support field-related functions.
• May provide data entry, scanning, and administrative support across corporate systems (D365, ADP Workforce, BMO Spend Dynamics, Totara, and internal reporting).
• Assist with department financial administration including budgeting, invoice coding, vendor setup, and procurement activities in D365 and BMO Spend Dynamics.
• Communicate with internal and external groups.

Skills

Administrative Support

Communication

Prioritization

Team Collaboration

Education

Community college diploma

Business systems / Microsoft Office training

Tools

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

OneNote

Teams

SharePoint

Job description

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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.

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. 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!

Location: Edmonton Operations Office

Department: Edmonton Office

Reports to: Director, Edmonton Terminal & Control Centre

Worker Type: Employee

Schedule Type: Full-time

Work Setting: 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 being responsible for providing administrative and clerical services to ensure effective and efficient operation of the office and support the work of management and other staff.

Key Responsibilities

• Provide general administrative assistance including organizing mail, answering telephones, photocopying, paper/electronic filing, and document preparation and control including updating manuals.
• Maintain files and process documentation specific to the business area.
• Coordinate meetings, travel arrangements, and office services including maintenance supplies and equipment.
• Participate in safety meetings and emergency response exercises as well as support other field-related functions such as P/L awareness, landowner notifications and handouts, and contractor functions.
• May provide data entry, scanning, and administrative support across corporate systems, including D365, ADP Workforce, BMO Spend Dynamics, Totara, and internal reporting systems for unauthorized activity and operational incidents.
• Assist with department financial administration including budgeting, invoice coding, BMO card coding, employee expenses, new vendor setup, and procurement activities in D365 and BMO Spend Dynamics.
• Communicate with internal (head office departments, other districts) and external (public, contractors, consultants) groups.

Qualifications and Professional Experience

• Community college diploma or equivalent required.
• Post-secondary training in business systems, Microsoft Office, word processing, accounting, or a related field is considered an asset.
• Minimum 3 years of administrative support experience, preferably in an oil and gas or industrial environment, with strong knowledge of office administration.
• Advanced proficiency in Microsoft Outlook, Word, and PowerPoint.
• Intermediate proficiency in Microsoft Excel.
• Strong proficiency in OneNote, Teams, and SharePoint.
• Emergency response and safety training are preferred.
• Conflict resolution and public interaction skills.
• A track record of delivering high‑quality work, managing competing priorities, and supporting key business processes or operational functions.
• Demonstrated ability to work effectively with colleagues and stakeholders from a variety of backgrounds and levels across the organization.
• Effective communication skills, including the ability to convey information clearly, respectfully, and professionally.
• Proven organizational skills with the ability to manage priorities, meet deadlines, and maintain attention to detail in a fast‑paced environment.
• Commitment to inclusive practices and a willingness to contribute positively to a collaborative and supportive workplace culture.

Working Conditions

• Willingness and ability to travel as required.
• Must have a valid Class 5 driver’s license.
• May need to provide support outside of regular business hours and/or on the weekend.

Application

Candidates may submit their application in English or French. To apply in French, please use our French careers site: Careers (French)

At Trans Mountain, we believe in an inclusive, accessible, and barrier free recruitment and selection process for all applicants. If you require an accommodation at any point in the process, please contact us at: [e-mail] or the designated Talent Acquisition Advisor. Accomodation requests will not affect the assessment of your application or candidacy or the designated Talent Acquisition Advisor. Accomodation requests will not affect the assessment of your application or candidacy.

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.

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 pipeline corridor.

In Alberta, the 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.