Administrative Assistant (Contract)

• 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.
• Office floor space coordination.
• SharePoint access and administration.
• General floor – public service announcements, supplies, meeting room support, equipment service.
• Project documentation, i.e., formatting presentations, gate decision packages.

• 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 variety of backgrounds and levels across the organization.
• Effective communication skills, including the ability to convey information clearly, respectfully, and professionally.
• Resourceful and able to learn quickly.
• Adaptable, able to respond effectively to changes in workflow and fluctuating request volumes
• Reliable and professional, consistently demonstrating a courteous demeanor and respect for confidentiality.
• Problem-solver, with the ability to troubleshoot issues and proactively seek solutions.
• Commitment to inclusive practices and a willingness to contribute positively to a collaborative and supportive workplace culture.

• May need to provide support outside of regular business hours and/or on the weekend.

Candidates may submit their application in English or French.

To apply in French, please use our French careers site: Careers (French)

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.

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;
• 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.