Executive Assistant, Regulatory and Operations Full Time

The Canadian Association of Petroleum Producers (CAPP) is a non-partisan, research-based industry association that advocates on behalf of our member companies, large and small, that explore for, develop, and produce oil and natural gas throughout Canada. CAPP’s members produce nearly three quarters of Canada’s annual oil and natural gas production, and our associate members provide a wide range of services that support the upstream industry.

Canada’s upstream oil and natural gas industry provides approximately 450,000 direct and indirect jobs in nearly all regions of Canada. Last year, the industry contributed over $85 billion to Canada’s GDP, delivered over 20 percent of the country’s value of exports, and between 2022 and 2024 generated $116 billion in taxes and royalties for governments nationwide.

CAPP is a solution-oriented partner and works with all levels of government to ensure a thriving Canadian oil and natural gas industry. We strive to meet the need for safe, reliable, affordable, and responsibly produced energy, for Canada and the world. We are proud to amplify industry efforts to reduce GHG emissions from oil and gas production and support Indigenous participation and prosperity.

Position Summary 

The Executive Assistant, Regulatory and Operations, provides administrative and coordination support to the Vice President, Regulatory and Operations, the Regulatory and Operations Directors, and other team members. This position plays a central role in ensuring the smooth and efficient operation of the Regulatory and Operations function, including managing complex calendars, coordinating travel, preparing meeting materials, drafting and editing correspondence, and maintaining organized electronic records and contract files.

A key responsibility for this strategic and proactive role includes maintaining accurate records of government communications for lobbyist reporting and compliance purposes. The Executive Assistant serves as a critical liaison and information hub, ensuring the timely flow of communications across a diverse network of internal and external stakeholders. This is a strategic, non‑partisan role that builds strong relationships within both public sector and corporate environments. The position is an integral member of the Corporate Services team and reports directly to the Chief Financial Officer.

Responsibilities 

• Prepare, review, and edit a wide range of documents, including contracts, letters, presentations, speaking notes, reports, invoices, and publications; ensure accuracy of format, content, and grammar, and coordinate translation services as required.
• Actively manage complex calendars by scheduling, prioritizing, and confirming meetings, appointments, conferences, travel, and events to ensure optimal workflow and effective time management.
• Organize, maintain, and coordinate electronic office records, ensuring all relevant documents, emails, contracts, and correspondence are filed in the centralized document management system.
• Maintain accurate and timely records of all government interactions and communications to support lobbyist reporting, regulatory compliance, and internal governance requirements.
• Arrange and coordinate travel logistics, itineraries, and expense submissions for the Vice President and other team members.
• Prepare meeting agendas, briefing notes, meeting packages, and meeting summary notes; ensure key decisions and follow‑up actions are captured and communicated.
• Review, edit, and polish documents for clarity, accuracy, and professionalism before distribution.
• Provide administrative and scheduling support to member committees, task groups, and external advisory meetings, including minute-taking and document preparation.
• Support invoice coding, expense report submissions, contract processing, and procurement coordination.
• Serve as a central point for communication flow, ensuring timely dissemination of information across internal teams and external stakeholders.
• Provide reception coverage as required and support broader Corporate Services activities.

Expectations of an Executive Assistant Role at CAPP  

• Deploy exceptional organizational skills as a proactive, detail-oriented self-starter in a fast-paced environment and effectively manage priorities and direction from a diverse team of leaders.
• Deliver assigned tasks on time, accurately, and in collaboration with team members while coordinating with other teams when necessary. 
• Prioritize personal workload to meet deadlines and ensure the timely completion of responsibilities within scope. 
• Contribute to team decisions and understand the impact of tasks on broader organizational objectives. 
• Support team members, seek growth opportunities, and participate in performance reviews to enhance personal effectiveness. 
• Stay informed on industry trends, regulatory changes, and provide updates on project progress, schedules, and budget impacts. 
• Adapt to new processes and organizational strategies while participating in meetings with internal and external stakeholders. 
• Demonstrate CAPP’s Guiding Principles of High Performance, Collaboration, and Integrity to ensure that organizational practices consistently reflect our culture.  

Job Requirements

• A minimum of 5 years of administrative experience in the oil and gas industry or other related sectors. 
• Post-secondary education; preferably a diploma or degree in office administration, business administration, or a specialized administrative assistant program.
• Strong proficiency in computer systems and various software applications with the ability to adapt to new technology.
• Effective prioritization and management of conflicting demands.
• Maintain a high degree of discretion and confidentiality.

Skills and Qualifications 

• A self-starter who takes initiative and delivers with minimal supervision. and has excellent interpersonal and collaboration skills. 
• Strong attention to detail and accuracy. 
• Strong analytical and strategic technical skills, with the ability to make data-driven decisions.  
• Excellent interpersonal, verbal, and written communication skills. 
• Able to work independently and collaboratively as part of a team. 
• Ability to multitask and effectively manage multiple priorities in a fast-paced environment. 
• Strong problem-solving and analytical skills. 
• Excellent organizational abilities.