Executive Assistant

About Trans Mountain

Position Details

• The position is based at the Calgary Head Office in the Legal department.
• The role reports to the Interim Chief Legal Officer and has a full-time in-office work setting.

Role Overview

Administrative and Legal Support

• Prepare, edit, proofread, and review letters, agreements, presentations, and spreadsheets.
• Manage Legal team calendars and coordinate department meetings, lunches, presentations, and schedules.
• Conduct legal research as required, including confirming statutory provisions.
• Coordinate contract execution and collection and maintain electronic records for signed contracts.
• Maintain Legal department files, records, and SharePoint systems.

Travel, Events, and Reporting

• Prepare business visitor travel letters and coordinate approvals, signatures, and immigration documents with external counsel.
• Organize Legal team travel and events, including itineraries, external meetings, logistics, and venue bookings.
• Assemble weekly Legal Department reports for Senior Management Committee meetings.
• Provide support for Board matters as needed.

Financial Administration

• Review legal invoices for billing accuracy and track external legal spending by entity, matter, and firm.
• Assist with cost management, update Accounts Payable coding lists, and track comparables.

Qualifications and Experience

• Some post-secondary education is considered an asset.
• At least ten years of executive-level administrative experience in an operating environment.
• Knowledge of the pipeline and construction industry is an asset but not required.
• Ability to take initiative, anticipate leader needs, and proactively support executive priorities.
• Integrity, confidentiality, high-quality work, prioritization, and experience supporting business processes are required.