Executive Assistant – Trans Mountain
Location: Calgary Head Office
Department: Major Projects Admin
Reports to: Vice President, Major Projects
Worker Type: Employee
Schedule Type: Full‑time
Work Setting: In‑office
Trans Mountain is seeking a cooperative, motivated, and values‑driven individual to join our dynamic team as Executive Assistant. In this role, you will provide high‑level operational and administrative support to the VP, Major Projects. Your key responsibilities include managing priorities, calendars, meetings, travel, expenses, and sensitive communications. The role also supports financial and operational administration, coordinates documents and events, and acts as a liaison with internal and external stakeholders to enable efficient business operations.
Key Responsibilities
Provide comprehensive administrative support to the VP, Major Projects and their team members.
Manage a high volume of meeting requests and daily interactions, prioritizing based on availability and strategic importance.
Coordinate complex calendars, internal and external meetings, travel arrangements, and executive logistics.
Prepare, format, proofread, and edit presentations, reports, correspondence, and other documents.
Assist with travel arrangements, expense reports, invoice coding, approvals tracking, requisitions, timesheets, permit workflows, and annual budget planning processes in collaboration with Finance.
Coordinate onboarding for new employees and contract staff; plan integrated team events, townhalls, and leadership meetings.
Oversee office services, coordinate equipment maintenance with the Service Desk and Calgary Facilities, and procure office supplies for daily operations.
Provide backup coverage for other Executive Assistants during absences.
Qualifications and Professional Experience
Post‑secondary training in administrative functions; computer applications such as Microsoft Office.
General Office Administration Diploma preferred.
Minimum 10 years of progressive experience.
Proficiency with Microsoft Office applications (Word, Excel, Outlook, Adobe).
Skilled in leveraging AI tools to improve efficiency and productivity.
General knowledge of Capital Project Management processes.
Committed to the highest level of integrity and confidentiality.
Flexibility to adjust to competing demands.
Strong interpersonal skills and ability to build relationships at all organizational levels.
Ability to demonstrate tact, diplomacy, professionalism, and discretion.
Strong communication skills, both verbal and written; strategic thinker and problem solver.
Proven organizational skills with ability to manage priorities and meet deadlines.
Commitment to inclusive practices and a positive workplace culture.
Working Conditions
Willingness and ability to travel as required.
May need to provide support outside of regular business hours and/or on weekends.
Application
Candidates may submit their application in English or French. For French applications, 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 accommodations at any point in the process, please contact us at
[email protected].
Benefits
Competitive compensation.
Comprehensive benefits programs including flexible benefits, pension and savings plans.
Professional development and career advancement opportunities.
Meaningful work that makes a difference.
Collaborative environment and supportive workplace culture.
Opportunity within the Canadian energy industry.
Equity, Inclusion, Diversity, and Accessibility (IDEA)
Trans Mountain is committed to fostering inclusion, diversity, equity and accessibility. We welcome new team members from traditionally underrepresented groups, including women, Indigenous Peoples, members of racialized groups, persons with disabilities and members of the 2SLGBTQI+ community.
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📌 Executive Assistant (Alberta)
🏢 Trans Mountain
📍 Alberta