At L.L.Bean, we believe the outdoors brings out the best in all of us. We are committed to fostering a culture of belonging and creating safe, inclusive spaces where everyone feels welcome—both here and Outside. We value individual differences and are dedicated to maintaining an inclusive work environment where everyone can bring the best of their experience and talents and truly thrive.
Position Purpose: This Executive Administrative Assistant performs advanced, diversified, and confidential administrative duties supporting Senior Leadership of Stores, Wholesale/International and Bean for Business (B4B/D2B). Requires discretionary judgment and considerable knowledge of company organization, policy, and personnel to accomplish work assignments. Assumes responsibility for complex and confidential administrative assignments, providing support to the entire function of the organization(s). This role demands a high degree of critical thinking skills, professionalism, organizational skills, attention to detail, and the ability to manage multiple priorities/tasks. The ideal candidate is driven by a commitment to high customer service and the achievement of results.
General Administrative Responsibilities – all areas:
Organizes administrative workflow, prioritizing assignments and contacts.
Coordinates, processes, and edits data from a variety of sources. Prepares reports and presentations, creating supporting charts, graphs, and spreadsheets using Microsoft Office.
Researches and prepares information for special projects, as requested.
Screens and directs incoming calls, correspondence, and visitors. Responds to questions and resolves problems.
Routes and answers routine correspondence to Vice President. Composes and edits correspondence on behalf of Vice President.
Operates standard office equipment such as: laptop, printer, appropriate software packages, and web applications, etc.
Schedules and coordinates meetings, travel arrangements, and department functions ensuring Vice President meets commitments. Calculates and submits expense reports as necessary.
Establishes and maintains department records, publications; and confidential files/materials.
Monitors office supplies and initiates orders as needed.
Performs additional related duties as requested.
Administrative Responsibilities, Stores:
Management/support of calendars for the VP of Stores and the extended Senior Leadership Team at Home Office
Coordinate travel arrangements, hotels and itineraries for the Senior Store Team and very large teams cross functionally
Prepare and proofread documents, presentations and communications for accuracy and
correctness
Prepares VP scripts/memos for quarterly updates and all channel memos
Monitor, respond and curate email box for VP, responding to vendors and external inquiries
Maintain and manage electronic organization of files to achieve efficiencies in archiving
Weekly, monthly and quarterly printing of documents and ad hoc creation of tableau views of product performance and other key performance results as needed
Participate and contribute to key weekly meetings and discussions between Stores and Retail Home Office, take notes and remain informed.
Conduct a retail industry research summary monthly from trade articles and emails.
Run/support projects as assigned (i.e., annual Store Leadership Conference), new store opening schedules, etc.
Serve as a liaison between Retail Senior Leaders and cross functional partners.
Prepare executive level PowerPoint presentations when needed.
Trusted partner/advisor with confidentiality and sensitive information.
Hosts/creates/supports calendar of fun events, team building activities and a recognition schedule.
Identifies inefficiencies in Stores Administrative processes and identifies solutions to streamline.
Administrative Responsibilities, Bean for Business (B4B/D2B):
Management/support of calendars for the VP of B4B and Senior B4B Leadership
Pay invoices and reconcile purchase card (P-Card) statements for B4B
Manage expense reports and budgets for the VP of B4B and their Senior Leadership Team
Performs ServiceNow tech requests for hardware and software for B4B Team
Assist B4B Merchandising in shipping product samples to customers after photo shoots
Mail Catalogs to B4B CS (Customer Satisfaction) Team (10x’s annually)
Order office supplies as needed; manage supplies to determine need
Update Outstanding Service Reward excel spreadsheet with customer comments
Update Equity & Inclusion articles in OneNote
Order/replace broken hardware
Assist CS Team with Balsam auditing as time permits
Print anniversary and birthday cards monthly for signature of VP (2500+ cards annually)
Trusted partner/advisor with confidentiality and sensitive information.
Hosts/creates/supports calendar of fun events, team building activities and a recognition schedule.
Skills and Qualifications:
Must be commutable to our Freeport, Maine Corporate Headquarters (this is not a100% remote role)
Intermediate / Advanced level of experience in O365 and Microsoft Suite.
Previous calendar management experience preferred.
Previous experience with travel booking preferred.
PowerPoint / Excel intermediate/advanced level of experience
Familiarity with SharePoint
Workday experience preferred.
Ability to work with spreadsheets & presentations
Exceptional organizational, time management & prioritization skills
Excellent verbal & written communication skills
Skilled in business correspondence
Demonstrated problem solving & troubleshooting skills
Strong customer service orientation
Demonstrated ability to work independently and/or as part of a team
Ability to delegate certain clerical tasks as appropriate
Experience with submission of crisp, accurate writing samples and presentations.
Understanding of P&L (Profit & Loss Statement) statements
Structured, organized, collaborator
Retail experience preferred
Executive level support experience preferred
Can work 5 days/week/early mornings (i.e., 7:30a/8a) and in hybrid environment 3-5 days in the Freeport, Maine Corporate office
On-call occasional nights and weekends to support 24/7/365 needs for Senior Stores Leadership group supporting 56 stores in 18 states as they arise
Health and Safety Requirement: Every employee is responsible for contributing to a safe and healthy workplace. Employees are expected to be active participants in health and safety by following all safety policies and procedures, reporting unsafe conditions or at-risk behaviors to leadership, and conducting work in a safe manner. Those in a leadership role are also expected to model safe behaviors, evaluate risk, and ensure that risks are reduced to acceptable levels.
Education Level: 2-Year Associates Degree
Years of Experience: 3+ years
L.L.Bean is for everyone. We are committed to fostering a culture of inclusivity where everyone feels welcome - here and in the outdoors.
If you care about the outdoors, joining L.L.Bean is a great way to feel good about what you do. Our benefits package makes a good thing even better, with programs and perks designed to support your health and financial goals. Plus, maintaining a healthy work-life balance and re-charging outside are all part of the plan.
If your experience looks a little different from what we've identified and you think you'd be great at this role, we'd love to learn more about you! At L.L.Bean, we believe the outdoors brings out the best in all of us. We strive to reflect this every day in our commitments to employees and partners and in our efforts to promote belonging.