Executive Assistant to the Chief Project Development Officer in Calgary

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.

Trans Mountain is seeking a collaborative, motivated, and values driven individual to join our dynamic team as an Executive Assistant to the Chief Project Development Officer, Pacific Link. The Executive Assistant will provide senior-level executive, governance and operational support to enable the effective management of the Chief Project Development Officer’s office and Pacific Link’s executive priorities.

In this position, you will play a key role in managing the Chief Project Development Officer’s priorities, schedule, information flow, executive and partner engagements, governance requirements and confidential communications, ensuring the Chief Project Development Officer is prepared for timely decisions and effective participation in Executive, Partner and Governance forums. The Executive Assistant serves as a central coordination point across the Pacific Link executive leadership team, project partners, governance bodies, Trans Mountain functions and external stakeholders. The role anticipates requirements, coordinates complex deliverables and executive materials, maintains oversight of commitments and actions, and applies sound judgment and discretion in a fast-paced major project environment.

Key Responsibilities

• Executive Office Management and Priority Coordination: Manage the Chief Project Development Officer’s complex calendar, priorities, meetings, travel and daily commitments, balancing competing demands and protecting time for critical project, partner and executive matters. Triage requests, correspondence and emerging issues; identify urgency, required preparation and appropriate routing while ensuring sensitive matters are handled with discretion.
• Partnership Governance and Executive Meeting Support: Coordinate partner, steering committee, governance body and executive leadership meetings, including schedules, agendas, briefing packages, presentations, records of decision and action tracking. Maintain visibility over governance commitments, approvals, decision requirements and follow-up actions, coordinating with accountable leaders to support timely closure.
• Executive Briefings, Communications and Information Management: Prepare, format, proofread, and coordinate executive correspondence, reports, presentations, briefing notes, decision materials, and meeting documentation. Consolidate inputs from project functions and partners into clear, concise and professionally presented materials aligned with corporate and Pacific Link standards.
• Leadership Team and Cross-Functional Coordination: Serve as a key liaison among the Chief Project Development Officer, Pacific Link Vice Presidents and Directors, project partners, Trans Mountain leadership and corporate functions, supporting effective communication and coordination.
• Business, Financial and Administrative Support: Coordinate expenses, invoices, purchase requisitions, travel claims, approvals and administrative cost processes in collaboration with Finance, Supply Chain Management and other business partners.
• Confidentiality, Judgment and Executive Office Continuity: Handle commercially sensitive, partner-confidential, legal, regulatory, workforce and project information with a high degree of discretion and sound judgment.

Qualifications and Professional Experience

• Post-secondary education in Office Administration, Business Administration or a related discipline; an equivalent combination of education and experience will be considered.
• 10 or more years of progressive experience in executive support experience, including experience supporting a Chief Officer, executive leader or major project leadership team.
• Demonstrated experience coordinating complex executive calendars, governance meetings, confidential communications, briefing materials, travel and competing priorities in a fast-paced environment.
• Experience supporting major capital projects, energy, pipeline, infrastructure, engineering, construction or another complex and highly regulated environment is preferred.
• Strong understanding of executive office practices, governance administration, records management, action tracking, document control and corporate approval processes.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint and Adobe, with strong document production and presentation formatting capability.
• Exceptional written and verbal communication, organization, judgment and relationship-management skills, with the ability to work effectively across executive, partner and functional interfaces.

Working Conditions

Willingness and ability to travel as required. 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: Talent@transmountain.com or the designated Talent Acquisition Advisor.

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. We welcome new members to our team that embrace the qualities in our story, that thrive on the new path and directions we take.

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.

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.