Executive Assistant to Vice President

Trans Mountain Corporation; Calgary; On-site; CAD 70,000 - 95,000; Full time

Job summary

Trans Mountain Corporation is seeking multiple Executive Assistants to provide senior-level administrative and operational support to Vice Presidents across Pacific Link portfolios. You will manage calendars, travel, correspondence and confidential materials while coordinating with leadership teams and stakeholders.

The role requires 7–10 years of senior admin experience, strong Microsoft Office skills and the ability to prioritize in a fast-paced environment.

Qualifications

• 7 to 10 years of executive or senior administrative support experience.
• Experience supporting a Vice President or leadership team.
• Ability to manage complex calendars, meetings, travel and competing priorities in a fast-paced environment.
• Experience supporting a major project, energy, infrastructure, regulated business or similarly complex environment is preferred.
• Strong understanding of executive-office practices, meeting administration, records management and corporate approval processes.

Responsibilities

• Manage the assigned Vice President’s complex calendar, meetings, travel and daily commitments, balancing competing demands and protecting time for priority business matters.
• Triage requests, correspondence and emerging issues; assess urgency, preparation needs and appropriate routing while handling sensitive matters with discretion.
• Anticipate executive requirements and coordinate schedules, materials, logistics and follow-up to support timely decisions and effective execution of priorities.
• Coordinate executive, leadership team and governance meetings, schedules, agendas, briefing packages, presentations, minutes or records of decision, and follow-up actions.
• Track decisions, commitments and action items and follow up with accountable contributors to support timely completion.
• Coordinate leadership routines, planning sessions, workshops and team events and ensure meeting materials are complete, accurate, appropriately reviewed and distributed on time.
• Prepare, format, proofread and coordinate executive correspondence, reports, presentations, briefing notes, decision materials and meeting documentation.
• Consolidate inputs from functions and stakeholders into clear, concise and professionally presented materials aligned with corporate and project standards.
• Maintain confidential executive records, distribution lists and information repositories with appropriate version control, accessibility and retention.
• Serve as a key liaison among the assigned Vice President, leadership team, corporate functions and relevant internal and external stakeholders.
• Coordinate information, schedules and deliverables across functional interfaces and support clear, timely communication of executive priorities and decisions.
• Build effective working relationships with Executive Assistants and administrative professionals across the organization to align schedules, protocols, shared activities and coverage requirements.
• Coordinate expenses, invoices, purchase requisitions, travel claims, approvals and other administrative processes in collaboration with business support functions.
• Support departmental planning, onboarding and orientation, organization information, contact lists, facilities and office coordination, and executive administrative processes.
• Identify opportunities to improve executive workflows, meeting administration, information management and coordination practices.
• Handle confidential, commercially sensitive, legal, regulatory, workforce and business information with a high degree of discretion and sound judgment.
• Work independently, anticipating changing requirements and determine when matters require escalation, redirection or additional preparation.
• Provide backup coverage and coordinate continuity with other Executive Assistants to maintain critical executive-support requirements.

Skills

Calendar management

Stakeholder coordination

Executive support

Microsoft Office

Travel logistics

Communication skills

Education

Office Administration degree

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Adobe

Job description

Select how often (in days) to receive an alert:

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!

Department: Pacific Link

Reports to: Vice President (specific portfolio or department to be assigned upon hire)

Worker Type: Employee

Schedule Type: Full-Time

Work Setting: In-office

Number of positions: 3

Trans Mountain is seeking multiple Executive Assistants to provide senior-level administrative, coordination, and operational support to Vice Presidents across various portfolios and departments within Pacific Link. Successful candidates will be assigned to a specific Vice President and portfolio/department during the hiring process, based on organizational needs and business requirements. The Executive Assistant will help manage executive priorities, information flow, and day-to-day office operations.

The Executive Assistant manages complex calendars, meetings, travel, correspondence, executive materials and confidential matters, enabling the assigned Vice President to focus on key business priorities and timely decision-making. The role works across leadership teams, corporate functions and relevant internal and external stakeholders to anticipate requirements, coordinate deliverables, track commitments and maintain effective executive-office continuity.

Key Responsibilities

Executive Calendar and Priority Management

• Manage the assigned Vice President’s complex calendar, meetings, travel and daily commitments, balancing competing demands and protecting time for priority business matters.
• Triage requests, correspondence and emerging issues; assess urgency, preparation needs and appropriate routing while handling sensitive matters with discretion.
• Anticipate executive requirements and coordinate schedules, materials, logistics and follow-up to support timely decisions and effective execution of priorities.

Meeting and Leadership Team Coordination

• Coordinate executive, leadership team and governance meetings, as applicable, including schedules, agendas, briefing packages, presentations, minutes or records of decision, and follow-up actions.
• Track decisions, commitments and action items and follow up with accountable contributors to support timely completion.
• Coordinate leadership routines, planning sessions, workshops and team events and ensure meeting materials are complete, accurate, appropriately reviewed and distributed on time.

Executive Communications and Document Support

• Prepare, format, proofread and coordinate executive correspondence, reports, presentations, briefing notes, decision materials and meeting documentation.
• Consolidate inputs from functions and stakeholders into clear, concise and professionally presented materials aligned with corporate and project standards.
• Maintain confidential executive records, distribution lists and information repositories with appropriate version control, accessibility and retention.

Stakeholder and Cross-Functional Coordination

• Serve as a key liaison among the assigned Vice President, leadership team, corporate functions and relevant internal and external stakeholders.
• Coordinate information, schedules and deliverables across functional interfaces and support clear, timely communication of executive priorities and decisions.
• Build effective working relationships with Executive Assistants and administrative professionals across the organization to align schedules, protocols, shared activities and coverage requirements.

Business and Administrative Support

• Coordinate expenses, invoices, purchase requisitions, travel claims, approvals and other administrative processes in collaboration with business support functions.
• Support departmental planning, onboarding and orientation, organization information, contact lists, facilities and office coordination, and executive administrative processes.
• Identify opportunities to improve executive workflows, meeting administration, information management and coordination practices.

Confidentiality, Judgment and Office Continuity

• Handle confidential, commercially sensitive, legal, regulatory, workforce and business information with a high degree of discretion and sound judgment.
• Work independently, anticipating changing requirements and determine when matters require escalation, redirection or additional preparation.
• Provide backup coverage and coordinate continuity with other Executive Assistants to maintain critical executive-support requirements.

Qualifications and Professional Experience

• Post-secondary education in Office Administration, Business Administration or a related discipline; an equivalent combination of education and experience will be considered.
• 7 to 10 years of progressively responsible executive or senior administrative support experience, including experience supporting a Vice President, executive leader or leadership team.
• Demonstrated experience coordinating complex calendars, executive meetings, confidential communications, briefing materials, travel and competing priorities in a fast-paced environment.
• Experience supporting a major project, energy, infrastructure, regulated business or similarly complex operational environment is preferred.
• Ability to quickly learn the assigned executive portfolio, business priorities, stakeholder environment and relevant governance or approval processes.
• Strong understanding of executive-office practices, meeting administration, records management, action tracking and corporate approval processes.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint and Adobe, with strong document-production and presentation-formatting capability.
• Excellent written and verbal communication, organization, judgment and relationship-management skills, with the ability to work effectively across executive and functional interfaces.
• Proven ability to manage confidential information, work independently, anticipate requirements and deliver high-quality work under changing priorities and tight timelines.

Working Conditions

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

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. Accommodation requests will not affect the assessment of your application or candidacy or the designated Talent Acquisition Advisor. Accommodation 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: