Senior Administrative Assistant

Title: Senior Administrative Assistant 

In Office- Ballwin MO

Hours: M-F 7:30am-4:30pm 

Job Summary  

The Senior Administrative Assistant provides critical administrative support to the Executive Leadership Team, ensuring the smooth and efficient operation of the C-suite. This full-time onsite role is based at our Corporate Headquarters in Ballwin, Missouri. The position requires strong organizational skills, professionalism, excellent communication, and the ability to manage multiple priorities in a fast-paced environment. This role reports to the Executive Administrative Assistant within the Office of the Chief Administrative Officer and supports essential executive-level functions including scheduling, document management, office organization, mail distribution, and coordination with internal departments and external vendors. 

Duties and Responsibilities     

Executive & Administrative Support 

• Schedule appointments, meetings, and conferences for Executive Leadership. 

• Manage executive calendars, resolve scheduling conflicts, and send reminders. 

• Coordinate travel arrangements including flights, hotels, and transportation. 

• Draft, proofread, and send correspondence. 

• Prepare or assist with reports, memos, presentations, and other documents. 

• Handle confidential information with discretion. 

• Assist with special projects assigned. 

Office Operations  

• Maintain physical and electronic filing systems. 

• Ensure office space is clean, stocked, and fully functional. 

• Order storage room and break room supplies via Coupa. 

• Order coffee and related supplies via Aramark. 

• Assist employees with conference room reservations and availability. 

• Show visitors and employees available in hoteling/workspace areas. 

Mail, Shipping & Document Management 

• Distribute incoming mail; open and review mail lacking “attention to” details to determine appropriate recipients. 

• Direct mail to departments based on established guidelines. 

• Scan and email Legal and Real Estate mail to departmental inboxes (remote teams). 

• Scan and email urgent drug, product, and medical device recall notices to designated physicians. 

• Work with PDF documents, including adding signatures and scanning. 

• Coordinate notarizations as needed. 

• Manage outbound mail using certified mail, FedEx, and other delivery methods. 

• Process certified mail and FedEx requests. 

Visitor, Vendor & Client Interaction 

• Greet visitors and notify hosts upon arrival. 

• Notify recipients of package and food deliveries. 

• Coordinate with vendor arrivals (cleaning crew, pest control, security, landscaping, etc.) and connect them with Facilities. 

• Create employee badges and assign building access. 

• Maintain records of visitors and temporary badges. 

• Create new-hire nameplates for HR. 

• Know proper procedures and points of contact for handling court subpoenas. 

Data, Records & Reporting 

• Maintain accurate records and departmental databases. 

• Input, update, and maintain data in company systems. 

• Generate reports as needed. 

Education, Licensure & Certification Requirements  

• Notary certification preferred (if applicable, based on organizational needs). 

• High School Diploma or Equivalent 

Experience Requirements  

• Minimum of 5 years of proven experience as an administrative assistant or in a similar role preferred 

• Experience supporting executives or senior leadership is strongly preferred. 

• Experience working in a fast-paced office environment. 

Knowledge, Skills and Abilities Requirements  

• Proficiency in Microsoft Office Suite (Teams, Word, Excel, PowerPoint, Outlook) or similar software. 

• Highly organized with strong multitasking and prioritization abilities. 

• Strong verbal, written, and listening communication skills. 

• Ability to maintain strict confidentiality and handle sensitive information. 

• Strong interpersonal skills and professional ethics. 

• Analytical, proactive, and able to exercise sound judgment. 

• Ability to work independently and collaboratively across multiple departments. 

• Ability to build productive relationships with executives, vendors, and staff. 

Location/Work Environment: 

For on-site team members, work takes place in a normal office/clinical environment. Travel to other locations may be necessary to fulfill the essential duties and responsibilities of the job. Thus, those needing to travel for work must have access to dependable transportation, and their driving record must meet company liability carrier standards.

If you need assistance with this application, please contact (636) 227-2600

Please do not contact the office directly – only resumes submitted through this website will be considered

EyeCare Partners is an equal opportunity/affirmative action employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.   Please do not contact the office directly – only resumes submitted through this website will be considered

NOTE:  Job descriptions are intended to be accurate reflections of those principal job elements essential for making fair pay decisions about jobs. Nothing in this job description restricts management right to assign or reassign duties and responsibilities to this job at any time.