Board Coordinator

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.

The Board Coordinator will provide comprehensive administrative support to the Board of Directors and senior management. This role ensures the smooth operation of Board activities, including meeting coordination, documentation, and communication. The Board Coordinator needs to be highly organized, adaptable, and proactive in their approach to supporting the Board's operations. Professionalism, diplomacy, integrity, and strong communication skills are essential for this role.

This is a full-time in office position based in our Calgary Head Office reporting to a member of the governance team who reports to the office of the Chief Legal Officer.

Key Responsibilities

• Meeting Coordination: Schedule, organize, and facilitate Board meetings, including coordinating with Board members and management on attendance at meetings. Responsible for distributing materials and ensuring all logistical arrangements. Researching and selecting venues, reviewing contracts and logistics with hotels and other providers for Board meetings. Administration of payment of directors’ expenses.
• Documentation: Prepare agendas for Board meetings, maintain minute books for the Corporation and its subsidiaries, coordinate corporate filings and ensure secure storage of all Board documents.
• Support: Provide administrative support to Board members, including arranging air travel and ground transportation for Board meetings, expense reports, and other logistical needs. Maintain Board of Directors’ information, contact lists and e-mail distribution lists.
• Communication: Daily interaction with the Assistant General Counsel, Capital Markets and Corporate Secretary and other members of management.
• Board Training: Coordinate training sessions and development programs for Board members, including assisting with Board orientation onboarding maters for new directors, preparing and dissemination of new director material and scheduling meetings for new directors with executive management.
• Event Planning: Organize Board-related events, including quarterly Board meetings, Board dinners, Board tours and other special events.
  
  

Qualification And Professional Experience

• Post-secondary education in Business Administration, Communications, or Legal Assistant or related program.
• Minimum of 5-7 years of experience in a similar role, preferably within the energy sector. Related education in combination with relevant education will also be considered.
• Experience working with a Board of Directors.
• Organizational Skills: Strong time-management skills and ability to manage multiple tasks, prioritize effectively, and ensure that all Board activities are well-coordinated and executed smoothly. Ability to execute on directions and work independently.
• Communication Skills:
• Clear and concise verbal communication, with the ability to listen, identify key issues, advise and the ability to answer questions promptly and professionally. This includes active listening to understand the needs and concerns of the Board members and Senior Executive team.
• Ability to foster smooth and effective communication between the Board members and Senior Executive team.
• Exceptional written communication skills, with experience corresponding with a senior level audience.
• Attention to Detail: Meticulous attention to detail to prepare Board materials and maintain records, as well as manage logistics for Board and Committee meetings and other events.
• Confidentiality: Ability to handle and safeguard sensitive and confidential information with the utmost discretion, professionalism and integrity.
• Interpersonal Skills: Ability to build and maintain positive relationships with Board members, executives, and external stakeholders. High level of initiative/self-direction, with the capability to perform well under pressure, and to work independently and as part of a team.
• Proactive Problem-Solving Skills: Proactive approach to identifying issues and finding effective solutions to ensure the smooth operation of Board activities.
• Technical Proficiency: Advanced skills using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), online survey tools, virtual meeting platforms (Teams) and Diligent (Board management software) to manage documents, schedules, and communications efficiently.
• Time Management: Excellent time management skills to handle the demands of coordinating multiple Board-related activities and deadlines.
• Adaptability: Flexibility to adapt to changing priorities and work effectively in a dynamic fast-paced business environment.
  
  

Other Requirements And Information

• May need to provide support outside of regular business hours and/or on the weekend.
• Flexibility to travel occasionally as required.
  
  

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.