JOB DESCRIPTIONPOSITION TITLE: Administrative Assistant (Benefits & Retirement)DATE LAST REVISED: October 2026PPF Perks & 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 ACCOUNTABILITYThe 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 RESPONSIBILITIESAccurate data-base entry for maintaining and documenting client information and interactions with all on-line systemsProvide support at front reception to greet clients and triage client inquiries by phone and emailAssist the client experience specialist team with administrative tasks related to onboarding and service requests from clients and advisorsRespond to client inquiries in a timely, accurate and effective mannerAssist with technology trouble shooting and projects as requested across the group of companies in support of the IT Integration specialistAssist the Benefits team with client meeting preparation including formatting,



printing and ensuring advisors have renewal and sales documentation as requestedProvide client hospitality including ensuring the client areas are clean, attractive and ready to host client and team meetingsEnsure 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 inquiryAs requested, assist with scheduling and case coordination on client files including document collection from clients. E-file all documentation according to firm standardsEnsure all transactions comply with privacy, corporate and compliance standardAssist with office supply monitoring and ordering including hospitality suppliesWork with the team to make operational recommendations on how to improve our client experience, processes, and proceduresWork in a dynamic and changing environment with multiple prioritiesMaintain a positive outlook and attitude; ability to identify andprioritize tasks and issuesOther duties as requiredWORKING RELATIONSHIPSCustomers/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.SKILLSConfidentialityHighly OrganizedStrong Attention to DetailEffective CommunicatorMS 365 ProficiencyStrong Technical Acumen (Additional Software Tools)Effective Time Management SkillsStrong Client Service MindsetKNOWLEDGEGroup Benefits Industry (ASSET)Business OperationsDocument Management (Formatting etc.,)Legal & Ethical KnowledgeCompliance & RegulationsBEHAVIOURSProactiveAccountable & ResponsibleTakes InitiativeCollaborativeHighly ProfessionalQUALIFICATIONSCollege/University education in Business or Human Resources, or equivalentStrong marketing and customer service focus and experienceValid Ontario driver's license to travel to client sites as neededKnowledge of industry, insurers, products, systems and procedures through ongoing education (Asset)Strong knowledge of MS 365, including Word, Excel, PowerPoint and OutlookWORKING CONDITIONSPhysical 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 timePhysical 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).

📌 Administrative Assistant - Benefits & Retirement (Madawaska Valley)
🏢 PPF Foundation
📍 Madawaska Valley