Executive 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: Legal

Reports to: Interim Chief Legal Officer

Worker Type: Employee

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 an Executive Assistant. The Executive Assistant provides comprehensive legal and executive administrative support to the in-house

Legal team. This role supports counsel and department leadership across a broad range of matters, including regulatory affairs, Indigenous relations, human resources, civil litigation, business development, and commercial transactions. The position is responsible for coordinating legal documentation, managing confidential information, supporting departmental operations, and ensuring the efficient administration of legal and executive activities within the Legal department.

Key Responsibilities

• Responsible for document preparation, editing, formatting, proof-reading and review including letters, agreements, presentations and spreadsheets.
• Preparation of document comparisons.
• Managing calendars for Legal Team.
• Assisting with onboarding of new legal professionals.
• Preparation of business visitor travel letters to the U.S. and arranging for approval and signature; work with external counsel to prepare any other immigration documents required for cross-border travel.
• Assemble and provide weekly Legal Department Reports for Senior Management Committee meetings.
• Coordinate bi-weekly Legal Department meetings.
• Coordination of internal meetings, lunches and presentations.
• Work with other assistants to coordinate schedules and materials, and supporting other assistants, and staff that might be involved in these meetings.
• Organize Legal Team travel and events including itinerary, external meetings, planning logistics and interaction and booking venues.
• Financial Administration including review of legal invoices to ensure billing accuracy; tracking of external legal spending by TM entity, matter and firm and assist managing costs; updating coding list provided to Accounts Payable; tracking of comparables.
• Preparation and submission of expense accounts.
• Coordination of execution and collection of contracts; maintain and organize electronic filing system for signed contracts.
• Organization and maintenance of the Legal department files, records, SharePoint, etc.

Qualifications and Professional Experience

• 10+ years of executive-level administrative experience in an operating environment.
• Some post-secondary education including a legal assistant diploma would be considered an asset.
• Excellent computer skills with advanced knowledge of Microsoft Office Suite, SharePoint, PowerPoint, and Excel.
• Takes initiative and proactively support members of the legal group in a range of tasks while ensuring things run smoothly so the members can focus on high value work.
• Strong interpersonal skills and the ability to build relationships at different levels within the organization.
• Ability to demonstrate tact, diplomacy, and professionalism, and exercise discretion in dealing with confidential information.
• Strong communication skills, both verbal and written, strategic thinker, and problem solver.
• Experience with Executive Calendar Management.
• Advanced knowledge of organizational structure and hierarchy.
• Ability to plan and coordinate conferences/events.
• Ability to work independently and yet be a dedicated and committed team player.
• Detail-orientated and superior time management and organizational skills.
• Ability to execute work efficiently and effectively.
• Flexible and comfortable working in a fast-paced, dynamic office environment.
• Enthusiasm for teaching and sharing with a genuine curiosity for learning.
• Specific knowledge of the pipeline and construction industry would be an asset but not required.

Working Conditions

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

Application

Candidates may submit their application in English or French. To apply in French, 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 an accommodation at any point in the process, please contact us at: [email protected] 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.

A Rewarding Opportunity

We offer:

• Valuable experience providing opportunity for professional development and career advancement;
• An opportunity to engage with and learn from some of the most talented and experienced people in the business;
• Competitive compensation;
• Comprehensive benefits programs including flexible benefits, pension and savings plans;
• A place to share a sense of purpose and build relationships;
• Meaningful work that makes a difference;
• An opportunity within the Canadian energy industry.

We value:

• The health, safety and wellness of everyone working in our company;
• Meaningful participation from Indigenous and local communities;
• The commitment and resilience of our people;
• Collaboration and achieving success together.

In keeping with Trans Mountain’s commitment to maximize benefits for communities, priority will be given to qualified candidates from Indigenous, local and regional communities along the Trans Mountain pipeline corridor.

In Alberta, the pipeline system spans the traditional territories of Treaty 6, 7 and 8, and the Métis Nation of Alberta (Zone 4).

In British Columbia, the system crosses the traditional territories of numerous First Nations that are affiliated with the Secwepemc, Dakelh (Carrier), Nlaka'pamux, Syilx/Okanagan, Interior and Coast Salish, Stó:lo, as well as the Métis.

Trans Mountain also operates through 15 First Nation Reserves located within the region spanning the BC interior through Fraser Valley.

Our Commitment to Inclusion, Diversity, Equity and Accessibility (IDEA)

Trans Mountain is committed to fostering inclusion, diversity, equity and accessibility. The diverse viewpoints and cultural knowledge that our employees bring to work enrich our organization’s collective cultural understanding, which is reflected in the work we do every day. We strive to create an environment that is free of barriers to promote full participation in the workplace. Trans Mountain welcomes new team members from traditionally underrepresented groups, including but not limited to women, Indigenous Peoples, members of racialized groups, persons with disabilities and members of the 2SLGBTQI+ community.