Executive Assistant

Sinopec Canada is a wholly owned subsidiary of a major International upstream oil and gas company, Sinopec International Petroleum Exploration and Production Corporation (SIPC), headquartered in Beijing, China. Sinopec Canada has been an active participant in the Canadian energy industry since 2005. Joining Sinopec Canada means becoming an important part of our team dedicated to making successful contributions to a sustainable future.

Primary Purpose of Position

Reporting to the CEO, the Executive Assistant provides senior-level administrative and coordination support to the CEO and senior leadership team. The position supports the effective operation of the executive office through complex calendar and meeting coordination, preparation and maintenance of executive meeting records, tracking of decisions and follow-up actions, corporate records management, and the planning and delivery of corporate events and executive engagements.

Roles and Responsibilities

• Provide planning and coordination support for the CEO and senior leadership team’s external engagements, including managing calendars and meeting logistics, coordinating official and delegation visits, arranging corporate events, and supporting related preparation and follow-up activities.
• Coordinate executive, senior leadership and governance meetings, including scheduling, preparing agendas, assembling and distributing pre-read materials, and coordinating presentations and meeting logistics.
• Prepare accurate meeting minutes and records of decision; maintain decision and action-item logs; monitor deadlines; and follow up with responsible parties regarding outstanding actions.
• Maintain organized, accurate and readily accessible executive and corporate records, including meeting minutes, records of decision, approval records, executive correspondence, briefing materials and other confidential documents, in accordance with established records-management and retention requirements.
• Maintain the executive office’s electronic filing structure in SharePoint and OneDrive, applying consistent naming, version-control and access practices.
• Gather and consolidate information from business teams and prepare, format and proofread executive presentations, reports, briefing materials and correspondence for internal and external audiences.
• Coordinate executive expenses, invoice coding, purchase requisitions, approvals and other administrative processes in collaboration with Finance and other business support functions.
• Plan and coordinate company events for social committee activities, including semi-annual town halls, holiday celebrations, leadership events and other corporate or employee functions, managing schedules, venues, vendors, materials, communications and event logistics.

Position Knowledge, Skills, and Experience

• Advanced proficiency with Microsoft Office, including but not limited to Microsoft Excel, Word, PowerPoint, Outlook, Teams, SharePoint and OneDrive, with strong document-production and presentation-formatting capability.
• Strong business writing, proofreading and document-formatting skills, with the ability to produce accurate meeting records, presentations and executive materials.
• Demonstrated discretion in handling confidential, sensitive and time-critical information.
• Strong organizational abilities with attention to detail and excellent customer service skills.
• Ability to work independently, take initiative and follow through on commitments with limited supervision.
• Tact, diplomacy and professionalism when coordinating with executives, employees, visitors, vendors and external stakeholders.
• Ability to collaborate effectively across multiple office locations, demonstrating strong interpersonal and communication skills.
• Ability to partner with internal departments and external vendors to resolve issues.
• Experience supporting an executive office within a complex governance environment, including meeting administration, records management, executive approvals and formal sign-off processes.
• High level of integrity in all actions, complying with and promoting the company’s core values, a respectful work environment, and aligning with the code of business conduct.
• Demonstrated ability to understand and work well in a diverse and multi-cultural environment.

Qualifications

• More than 10 years of office administration experience
• Minimum of 5 years of oil and gas administration experience preferred
• Post-secondary education Office Administration, Business Administration or a related discipline; an equivalent combination of education and experience will be considered.
• Bilingual flencu in English and Mandarin will be a considerable asset.
• Must be legally qualified to work in Canada

Come work with us!

If you are looking for meaningful new challenges and have a solutions-oriented attitude, we want to hear from you. Join Sinopec Canada for a workplace filled with diversity, rewarding work, and opportunities to develop new skills and grow your career.

At Sinopec Canada, we are committed to fostering a diverse, inclusive, and accessible environment where all employees feel valued, respected, and supported. If you require an accommodation for the recruitment/interview process (including accessible meeting rooms or other accommodations), please let us know and we will work with you to meet your needs.