Executive Assistant, CEO

Executive Assistant, CEO

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Date : Apr 9, 2024

Location : Calgary, Alberta, Canada

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Company : Trans Mountain

Trans Mountain operates Canada’s only pipeline system transporting oil products to the West Coast. We deliver approximately 300,000 barrels of petroleum products each day through 1,150 kilometres of pipeline in Alberta and British Columbia, and 111 kilometres of pipeline in Washington state.

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.

Reporting to the Chief of Staff, the Executive Assistant, CEO will provide operational and functional support directly to the CEO and Chief of Staff including organizational planning, day-to-day execution of specific tasks, as well as plan and organize routine and extraordinary activities.

The Executive Assistant, CEO will be expected to help problem solve and resolve issue as it pertains to the smooth and efficient operation of the office of the CEO.

The Executive Assistant, CEO will interface with the Board of Directors, Senior Executive team, and external entities. On occasion, the Executive Assistant, CEO may be asked to support special projects on behalf of the Chief of Staff.

This position is based in our Calgary Head Office and is a full-time in office position (not remote).

Key Responsibilities :

Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.

Process all incoming email correspondence received by the CEO, prioritizing, and identifying critical items to be addressed.

Direct email to the appropriate internal staff with instructions and / or suggestions for the preparation of a reply. Addresses routine correspondence on their own and takes initiative in drafting responses for the CEO’s signature based on knowledge of their activities, interests, priorities, and issues.

Reviews, proofreads, and formats all correspondence prepared for signature to ensure accuracy and completeness, exercises good judgment in following up with staff to ensure deadlines are met on documents requiring a signature.

Works closely and effectively with the CEO and Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO updated.

Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management.

Maintains an efficient flow of information between all levels of the organization including internal and external contacts on a wide spectrum of plans and priorities.

Serves as a liaison with other departments, affiliate organizations, government offices, Indigenous communities, and senior-level staff.

Proactively manages the day-to-day administrative affairs of the CEO’s office, scheduling all appointments, conferences and speaking engagements and other commitments;

handles changes or cancellations as deemed necessary and / or appropriate. Screens incoming calls, determining the nature of the call and whether it requires attention, takes messages, maintains contact lists, and whenever possible responds to the caller directly based on knowledge of executive preferences, or ensures the caller receives an appropriate transfer to another department.

Compiles information and research for meetings which include, background for meetings, meeting summaries and / or supporting documents in preparation for scheduled appointments, meetings, and speaking engagements;

coordinates with other departments as necessary for speeches and communications for preparation of specific engagements and maintains and tracks detailed priority list of projects and engagements.

Coordinates administrative requirements of budget, expense reporting and time reporting. Oversees and coordinates all internal / external meetings and travel.

Handles confidential and sensitive information with poise, tact, and diplomacy.

Provides leadership to build relationships crucial to the success of the organization, manages a variety of special projects for the CEO and allocates work to other Executive Assistants as needed.

Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures.

Researches, prioritizes and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.

Determines appropriate course of action, referral, or response.

Qualifications and Professional Experience :

• Post-secondary education or experience in Business Administration or related discipline.
• Minimum of 10 years’ experience in an administrative support role with several years supporting executive level leadership.
• Advanced knowledge of organizational structure and hierarchy is required.
• Specialized Training : Advanced skills in MS Office skills and accounting, specifically in Word and Excel. Conflict resolution.

Internal system knowledge advanced.

• Specific knowledge of the pipeline and / or oil & gas industry would be considered an asset.
• Critical thinker, and possess an ability to comprehend, interpret and analyze information, and make decisions and produce appropriate responses.
• Strong work ethic, flexible and able to work collaboratively with other administrators and departments.
• Excellent computer skills with advanced knowledge of MS Office skills and accounting.
• Ability to demonstrate tact, diplomacy, and professionalism, and exercise discretion in dealing with confidential information.
• High attention to detail with strong and agile communication skills, both verbal and written.
• Ability to work independently and take initiative to problem solve and move items forward.
• Ability to work under pressure with tight deadlines during critical times.
• Comfortable and confident working in a fast-paced office environment.
• Strong interpersonal skills and the ability to build positive relationships at differing levels within the organization and a necessity in helping to resolve conflicts and issues.

Other Requirements and Information

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

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 existing, and expansion, pipeline corridor.

In Alberta, the existing 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.

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