Corporate Administrative Coordinator

Gibson Energy ULC; Houston (TX); On-site; USD 34,000 - 55,000; Part time

Job summary

Gibson Energy Inc. in Houston seeks a Corporate Administrative Coordinator to manage day-to-day operations for the Houston office and provide executive support to senior leadership.

The role spans office management, event planning, travel coordination, budget administration, and enhancing the employee experience. The ideal candidate is highly organized, proactive, and able to handle competing priorities in a fast-paced, visible environment. This is a 6-month contract, part-time, in-office.

Qualifications

• Bachelor’s degree or diploma in Business Administration, Management, Communications, Hospitality, or related field preferred; equivalent relevant experience will be considered.
• 3–5 years of progressively responsible experience in executive support, office management, corporate administration, or a related field.
• Prior experience supporting senior executives in a corporate environment strongly preferred.
• Experience in the energy, midstream, infrastructure, industrial, or legal sectors, or other publicly traded company environment preferred.
• Demonstrated experience coordinating complex executive travel, meetings, and corporate events.

Responsibilities

• Provide administrative support to senior leaders, helping manage priorities, schedules, and key business activities.
• Coordinate meetings, travel arrangements, and executive engagements across multiple locations and time zones.
• Manage executive expenses and support confidential business initiatives.
• Anticipate needs, solve problems proactively, and ensure leaders are equipped for success.
• Serve as the primary point of contact for the Houston office and help maintain a professional, welcoming workplace environment.
• Coordinate workspace setup, employee and visitor access, parking, office services, and general office administration.
• Partner with building management and service providers to support office operations and facilities needs.
• Oversee office supplies, mail distribution, kitchen services, and workplace resources.
• Plan and execute internal and external events that enhance employee engagement and showcase Gibson’s culture and brand.
• Coordinate event logistics including venues, vendors, catering, transportation, accommodations, and budgets.
• Partner with leaders and teams across Canada and the United States to deliver successful events and experiences.
• Coordinate travel arrangements for leadership and employees as required.
• Support travel, event, and promotional budgets through expense tracking, reporting, and invoice processing.
• Work closely with vendors and internal stakeholders to ensure accurate and timely payment processing.
• Support workplace onboarding activities, including workspace preparation and employee logistics.
• Partner with Human Resources and Information Technology to help employees access the tools and resources they need to succeed.
• Assist with workplace technology coordination and employee support inquiries.

Skills

Executive support

Office management

Event planning

Travel coordination

Budget administration

Employee experience

Microsoft Office

Education

Bachelor’s degree preferred

Equivalent experience considered

Tools

Microsoft Office

Expense management systems

Job description

Corporate Administrative Coordinator
Location:Houston
Job status:Part Time Fixed Term
Department:Commercial Development US

Is this position safety sensitive:No

This is a 6-month contract position

The Role

The Corporate Administrative Coordinator manages day-to-day operations for Gibson Energy’s Houston office while providing administrative support to senior leadership. This role coordinates with executives, employees, customers, vendors, building management, and other company locations.

The role combines executive support, office management, event planning, travel coordination, budget administration, and employee experience responsibilities. The successful candidate will be highly organized, proactive, and comfortable managing competing priorities in a fast-paced, visible environment.

What You’ll Do

• Provide administrative support to senior leaders, helping manage priorities, schedules, and key business activities.
• Coordinate meetings, travel arrangements, and executive engagements across multiple locations and time zones.
• Manage executive expenses and support confidential business initiatives.
• Anticipate needs, solve problems proactively, and ensure leaders are equipped for success.

Office Operations

• Serve as the primary point of contact for the Houston office and help maintain a professional, welcoming workplace environment.
• Coordinate workspace setup, employee and visitor access, parking, office services, and general office administration.
• Partner with building management and service providers to support office operations and facilities needs.
• Oversee office supplies, mail distribution, kitchen services, and workplace resources.

Corporate Events & Employee Engagement

• Plan and execute internal and external events that enhance employee engagement and showcase Gibson’s culture and brand.
• Coordinate event logistics including venues, vendors, catering, transportation, accommodations, and budgets.
• Partner with leaders and teams across Canada and the United States to deliver successful events and experiences.

Travel, Budget & Expense Administration

• Coordinate travel arrangements for leadership and employees as required.
• Support travel, event, and promotional budgets through expense tracking, reporting, and invoice processing.
• Work closely with vendors and internal stakeholders to ensure accurate and timely payment processing.

Employee Experience & Onboarding

• Support workplace onboarding activities, including workspace preparation and employee logistics.
• Partner with Human Resources and Information Technology to help employees access the tools and resources they need to succeed.
• Assist with workplace technology coordination and employee support inquiries.

Who You Are

• Bachelor’s degree or diploma in Business Administration, Management, Communications, Hospitality, or a related field preferred; equivalent relevant experience will be considered.
• 3-5 years of progressively responsible experience in executive support, office management, corporate administration, event management, or a related field.
• Prior experience supporting senior executives in a corporate environment strongly preferred.
• Experience in the energy, midstream, infrastructure, industrial, or legal sectors, or other publicly traded company environment preferred.
• Demonstrated experience coordinating complex executive travel, meetings, and corporate events.
• Experience managing budgets, expenses, vendors, contracts, and invoice processing.
• Strong proficiency with Microsoft Office suite and corporate, travel, expense, and invoice management systems.
• Ability to travel periodically to other company locations and corporate events.

Working Conditions

• Hours of work will be 8 hours per day in office tuesdays, wednesdays, thursdays
• The majority of work is performed in an office environment.
• This job is subject to background checks as outlined in Gibson Energy’s Background Checks policy. Background checks may include: employment history verification, reference checks, education and/or credentials verification, credit check and a criminal history check.

About the Company

Gibson Energy Inc. (“Gibson” or the “Company”) is a diversified North American energy infrastructure company headquartered in Calgary, Alberta. They have significant terminal assets, including 25 million barrels of storage and over 300 miles (500 kilometres) of crude pipelines across North America. The company has been providing market access to the oil and gas industry for over 70 years and is publicly traded on the Toronto Stock Exchange (TSX:GEI) with a market capitalization of approximately $4 billion.

Gibson Energy operates through two main segments:

• Infrastructure: This includes terminals, marine loading, rail loading and unloading facilities, gathering pipelines, a diluent recovery unit, and a crude oil processing facility. Key facilities within this segment include the Hardisty, Edmonton, and Ingleside Terminals, as well as gathering pipelines in the United States and a crude oil processing facility in Moose Jaw, Saskatchewan.
• Marketing: This involves the purchasing, selling, storing, and optimizing of hydrocarbon products.

Gibson Energy has a strong presence in the United States, due to the acquisition of the Gateway Terminal in Ingleside, Texas. This terminal is a world-class liquids terminal and export facility with very large crude carrier (VLCC) capabilities and direct pipeline connections to key basins like the Permian and Eagle Ford. The acquisition strengthens Gibson’s cash flow with over 95% of the revenue under take-or-pay contracts with high-quality counterparties.

Our Values, The Gibson Way

The Gibson Way is how we succeed together. We believe in the power of both ‘We’ (collectively working together) and “I” (contributing individually) to achieve our shared goals.

The ‘We & I’ play a very important role in our success!

• Contribute & Add Value Everyday
• Keep Our Edge & Be Resilient
• Stay Focused & Open-Minded
• Work it Out & Do it Together

This is what we are all about and we encourage you to learn more!