Administrative Assistant - Benefits & Retirement

JOB DESCRIPTION

POSITION TITLE: Administrative Assistant (Benefits & Retirement)

DATE LAST REVISED: October 2026

PPF Benefits & Retirement has been growing steadily and is now seeking to expand the team.

PPF Benefits & Retirement is seeking a mission-focused, strategic, and results-oriented Administrative

Assistant with skills in developing strong, lasting relationships with new and existing clients and colleagues.

GENERAL ACCOUNTABILITY

The Administrative Assistant is a mission-focused, high-performing member of our administrative team with the skills, sensitivity, and personal confidence to liaise with clients.  This role supports the Client Experience Specialist team in achieving their short-term and long-term goals through exceptional and detail-oriented administrative support.  This position will also assist with client inquiries including tracking, reporting, reviewing, and processing client applications and service. It requires impeccable attention to detail and a high level of focus to ensure accuracy in all work including preparing files and processing, while still maintaining strong social skills to liaise with clients.

MAIN RESPONSIBILITIES

·       Accurate data-base entry for maintaining and documenting client information and interactions with all on-line systems

·       Provide support at front reception to greet clients and triage client inquiries by phone and email

·       Assist the client experience specialist team with administrative tasks related to onboarding and service requests from clients and advisors

·       Respond to client inquiries in a timely, accurate and effective manner

·       Assist with technology trouble shooting and projects as requested across the group of companies in support of the IT Integration specialist

·       Assist the Benefits team with client meeting preparation including formatting, printing and ensuring advisors have renewal and sales documentation as requested

·     Provide client hospitality including ensuring the client areas are clean, attractive and ready to host client and team meetings

·       Ensure an organized and effective workflow on client inquiries to ensure all follow ups have been completed and the client has had a timely and effective response to their inquiry

·       As requested, assist with scheduling and case coordination on client files including document collection from clients. E-file all documentation according to firm standards

·       Ensure all transactions comply with privacy, corporate and compliance standard

·       Assist with office supply monitoring and ordering including hospitality supplies

·       Work with the team to make operational recommendations on how to improve our client experience, processes, and procedures

·       Work in a dynamic and changing environment with multiple priorities

·       Maintain a positive outlook and attitude; ability to identify and prioritize tasks and issues

·       Other duties as required

WORKING RELATIONSHIPS

Customers/Clients: Continuous interaction to guide and resolve questions, concerns and complaints.

Companies: Ongoing interaction to resolve escalated issues related to customer policies and to maintain up-to-date knowledge of individual company policies.

Customer Service Representatives: Ongoing interaction to direct work, exchange information and provide guidance related to client files.

Advisor Team: Ongoing interaction to direct work, exchange information and provide guidance related to client files.

SKILLS:

• Confidentiality
• Highly Organized
• Strong Attention to Detail
• Effective Communicator
• MS 365 Proficiency
• Strong Technical Acumen (Additional Software Tools)
• Effective Time Management Skills
• Strong Client Service Mindset

KNOWLEDGE:

·       Group Benefits Industry (ASSET)

·       Business Operations

·       Document Management (Formatting etc.,)

·       Legal & Ethical Knowledge

·       Compliance & Regulations

BEHAVIOURS:

·       Proactive

·       Accountable & Responsible

·       Takes Initiative

·       Collaborative

·       Highly Professional

QUALIFICATIONS:

·       College/University education in Business or Human Resources, or equivalent

·       Strong marketing and customer service focus and experience

·       Valid Ontario driver’s license to travel to client sites as needed

·       Knowledge of industry, insurers, products, systems and procedures through ongoing education (Asset)

·       Strong knowledge of MS 365, including Word, Excel, PowerPoint and Outlook

WORKING CONDITIONS:

Physical Effort: Majority of time is spent in a comfortable position and most activities require a variety of easy muscle movements. Sustained keyboarding with a required ability to sit for extended periods of time

Physical Environment: Environment has only occasional exposure to mild unpleasant or disagreeable conditions with remote possibility of accident or health hazards. Regular travel for business and client meetings required.

Sensory Attention: Work activities involve need to concentrate for intermediate durations and close attention several times daily. Excellent reading comprehension of printed and electronic text required.

Mental Stress: Fast-paced work environment with occasional exposure to one or more mental pressures (e.g. deadlines, needs for accurate, potentially difficult clients or situations).