JOB DESCRIPTION
POSITION TITLE: Administrative Assistant (Benefits & Retirement)
DATE LAST REVISED: October 2026
PPF Benefits & Retreat is growing steadily and is now seeking to expand the team.
PPF Benefits & Retreat 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).
