Senior Executive Assistant to VP – Strategic Admin & Coordination

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

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.