Administrative Assistant - Benefits & Retirement

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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).