Company Brief:
At Continuum II (C2inc.) we value clarity, simplicity, and wellbeing. We are looking for an administrative assistant, with an interest in family office services, to join our team that feels the same way as we do! If you can answer a resounding yes to the following, we want to hear from you!
- It’s not just what I do, it’s where I do it and who I work with that matter.
- I am committed to working hard and value my well-being. A morning stroll with my co-workers planning the day sounds fun and refreshing (literally). Participating in developing the annual plan, team lunches and going on a company trip when we achieve our goal all sounds like it is right up my alley!
- I love to make things better and thrive in an environment where I can make improvements and a difference. I strive to not just do a good job but a great one and get jazzed when I can make someone’s day.
- Exceptional customer service means something to me!
- I use technology to its full potential and would enjoy a paperless office.
Are you looking to build a career in a growing company with a dynamic team?
We’re a relationship-focused company that values our clients and our team. C2inc. works with business owners and executives providing financial wellbeing. Services include employee benefits, investments, insurance, financial planning, and HR consulting. Since every person and company is unique, we believe unique solutions are required. We are proud of our positive work environment where our team is given the opportunity to make a positive difference which in turn improves their wellbeing and the company’s wellbeing.
As a growing organization, responsibilities may evolve over time based on business needs and the employee's strengths, interests, and professional development.
Role Overview
Job Title: Administrative Assistant – Family Office
Reports To: Vice President of Operations
Location: 95 Hamilton St N Suite 4, Waterdown, ON L0R 2H0
Position Type: Full-Time (37.5 hours per week), In-Person
The Administrative Assistant reports to the Vice President of Operations and plays a key role in supporting the President while helping maintain a welcoming and organized environment for our clients. This role is focused on the hospitality and organizational side of our family office, ensuring that client needs are met and the office runs smoothly on a day-to-day basis. Responsibilities may evolve as the successful candidate develops within the organization.
Job Responsibilities
- Maintain confidentiality and exercise discretion when handling sensitive client and company information.
- Serve as a primary point of contact for clients by coordinating appointments, preparing meeting materials, prioritizing communications, and providing timely, professional client service.
- Assist with client concierge and lifestyle requests as directed, including travel research, reservations, gift procurement, and other special projects.
- Assist with client event logistics, including RSVP tracking, catering coordination, event setup, and other administrative support activities.
- Prepare meeting rooms with required documents, refreshments, and supplies prior to client appointments.
- Attend meetings, take detailed notes, and prepare summaries of action items and follow-up requirements.
- Handle office tasks: filing, scanning documents, and keeping client contact information up to date in the system.
- Assist the team with preparing meeting packages and supporting documentation for appointments and events.
- Assist with reporting, data entry, record keeping, and special projects.
- Support calendar management and meeting logistics for the President.
- Process, confirm and follow up on client documentation to ensure timely and accurate account maintenance.
- Coordinate with carriers, institutions, and service providers to support client account administration.
- Maintain client lists and assist with compiling reports, correspondence, manuals, statistical information, and other documentation.
- Identify opportunities to improve processes, increase efficiencies, and support continuous improvement initiatives.
- Provide general administrative and operational support to the team as required.
Job Requirements
- Post-secondary education.
- One year of administrative experience preferred.
- Strong organizational, multitasking, and time-management skills.
- Strong problem-solving skills and attention to detail.
- Excellent verbal and written communication skills.
- Self-starter with the ability to work independently with minimal supervision.
- Professional, polished, and client-focused demeanor.
- Experience coordinating events and supporting client-facing activities is an asset.
- Experience supporting lifestyle and concierge-style requests is an asset.
- Experience with CRM systems or client databases is considered an asset.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, and Copilot).
- Strong computer literacy and comfort working in a paperless environment.
- Ability to handle confidential information with discretion and professionalism.
What’s in it for you?
- Inclusive benefits package.
- Vacation time increase with years of service.
- Company matching Group RRSP.
- Unique team-focused culture.
- Birthday lunches.
- Professional Development opportunities.
- Opportunity for career growth and development.
- Join a tight-knit, collaborative team where support and teamwork are at the heart of everything we do.
Continuum II (C2inc.) is an equal opportunity employer, and we would like to thank all applicants for their interest. If you require accommodation of disability in the application or interview process, please email your request to
[email protected]. The application package is available in accessible format upon request.
AI Disclosure: Artificial intelligence (AI) technology may be used in our recruitment process to assist with resume screening and interview note-taking. All hiring decisions are made by our team without AI involvement.
Vacancy: Existing vacancy
If you are passionate about working with clients, have a great personality, and thrive in a fast-paced, tech-driven environment, we would love to hear from you!
