Administrative Assistant

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: Calgary Head Office

Department: Major Projects Office

Reports to: Director, Project Management Office

Worker Type: Contract – 1 year

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 Administrative Assistant (Contract). In this position, you will play a key role in providing senior level administrative support to two Directors in the Major Projects department. The Administrative Assistant will act as liaison between the Directors and other internal and external parties and support the team under the Directors.

Key Responsibilities

• Provide personalized senior level administrative support in a well-organized and timely responsive manner.
• Manage the Directors’ electronic calendar and resolve conflicts due to a high volume of meeting requests, travel, competing priorities, and time sensitive meetings.
• Monitor the Directors’ inbox, flag for: action, importance, important data, and file and manage as needed.
• Book and coordinate travel requirements as requested, sometimes on short notice.
• Timely submission of the Directors’ expenses.
• Manage and review expenses from direct reports for approval.
• Follow-up in a timely manner on invoices, purchase orders, and various documents that require the Directors’ approval for processing.
• Ensure information is accurate, organized and formatted correctly as there is a high volume of document management (electronic and paper).
• Ensure the Directors and his direct reports are in contact, and any information is relayed quickly and accurately.
• Support Directors’ team of direct reports with administrative needs in the office and the field including ordering supplies, on-boarding / off-boarding contractors, tracking training deadlines, etc.
• Organize various internal and external functions including logistics for external meetings (hotels, catering, meeting rooms), preparation of materials, escorting guests to meeting rooms.
• Assist with special projects as they arise – travel tours, management, and ordering of project wide initiatives, securing vendor accounts, review of current process and places for improvement.
• Manage the team’s vacation schedule.
• SharePoint access and administration.
• General floor – public service announcements, supplies, meeting room support, equipment service.

Qualifications and Professional Experience

• Post-secondary education in Administration or related discipline preferred.
• Minimum 10 years of administrative experience.
• Specific knowledge of the pipeline and construction industry would be an asset.
• Excellent computer skills with advanced knowledge of Microsoft Office Suite and SharePoint.
• A consistent 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 varie