Administrative Assistant - Benefits & Retirement

PPF Foundation Co; Peterborough; On-site; CAD 40,000 - 52,000; Full time

Job summary

PPF Benefits & Retreat is seeking an Administrative Assistant with a focus on Benefits & Retirement to support the Client Experience Specialist team. The role emphasizes data accuracy, reception support, onboarding tasks, and timely client communications.

The successful candidate will handle documentation, scheduling, and project coordination across our group of companies while maintaining strict privacy and compliance standards.

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.
• Ongoing education (Asset) knowledge of industry, insurers, products, systems and procedures.
• Strong knowledge of MS 365: Word, Excel, PowerPoint and Outlook.

Responsibilities

• Accurate data-base entry for maintaining and documenting client information and interactions with all on-line systems.
• Greet clients at front reception and triage inquiries by phone and email.
• Assist onboarding and service requests for clients and advisors.
• Respond to client inquiries in a timely, accurate, and effective manner.
• Assist with IT integration projects and troubleshooting across the group of companies.
• Prepare renewal and sales documentation for client meetings by the Benefits team.
• Provide client hospitality and ensure client areas are welcoming and ready for meetings.
• Maintain organized workflow on client inquiries with timely follow-ups.
• Coordinate scheduling and case management on client files and e-file documents per firm standards.
• Ensure privacy, compliance, and corporate standards are met in all transactions.
• Monitor and reorder office supplies including hospitality items.
• Suggest operational improvements to enhance client experience and processes.
• Adapt to a dynamic environment with multiple priorities.
• Maintain a positive attitude and prioritize tasks effectively.

Skills

Confidentiality

Highly Organized

Strong Attention to Detail

Effective Communicator

MS 365 Proficiency

Strong Technical Acumen

Effective Time Management Skills

Strong Client Service Mindset

Education

College/University education in Business or Human Resources

Job description

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).