Executive Assistant to the Chief Project Development Officer

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. Anticipate executive requirements and coordinate schedules, materials, logistics and follow-up to support timely decisions and disciplined execution of priorities. 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. Work with governance and functional leads to ensure materials are complete, accurate, appropriately reviewed and distributed in accordance with established protocols and timelines. 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. Maintain confidential executive records, governance files, distribution lists and information repositories, ensuring reliable version control, accessibility and retention. 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. Coordinate leadership routines, planning sessions, workshops, team events and ad hoc priorities; track decisions, commitments, dependencies and deliverables across the executive office. Build effective working relationships with Executive Assistants and administrative professionals across partner and Trans Mountain organizations to align schedules, protocols and shared activities. 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. Support department planning, onboarding and orientation of new employees and project contractors, organization information, contact lists, facilities and office coordination, and executive administrative processes. Identify opportunities to improve executive workflows, governance administration, information management and coordination practices across the Pacific Link leadership team. 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. Represent the Chief Project Development Officer’s office professionally in interactions with senior leaders, partners, regulators, Indigenous representatives, government officials, contractors, consultants and other stakeholders. Provide backup coverage and coordinate continuity with other Executive Assistants to ensure critical executive support requirements are maintained. 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. Working knowledge of capital project management processes and functional interfaces, including project controls, engineering, procurement and construction. 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. Proven ability to manage confidential and commercially sensitive information, work independently, anticipate requirements and deliver high-quality work under changing priorities and tight timelines. 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: [email protected] or the designated Talent Acquisition Advisor. Accommodation requests will not affect the assessment of your application or candidacy or the designated Talent Acquisition Advisor. Accommodation requests will not affect the assessment of your application or candidacy. 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 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.