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Operations Coordinator & Executive Assistant

Location: Madison, Wisconsin — on-site, with regular travel between local facilities

Reports to: Chief Operating Officer

Type: Full-time

About the Role

We're looking for a resourceful, organized, and energetic generalist to support our COO and keep our operations running smoothly. This is a true jack-of-all-trades role: one day you might be managing the COO's calendar and prepping for a leadership meeting, the next you're coordinating with our IT vendor, picking up supplies for the warehouse, or waiting on a locksmith at one of our facilities.

This is an ideal first or second job for a recent graduate who wants broad exposure to how a growing company actually operates — from the executive suite to the loading dock. You'll learn fast, wear many hats, and have a direct line of sight into leadership decision-making.

What You'll Do

Executive Support

Manage the COO's calendar, scheduling, travel, and expense reports
Prepare agendas, take notes, and track action items for leadership and team meetings
Draft correspondence, organize documents, and handle confidential information with discretion
Anticipate needs and remove friction so the COO and leadership team can focus on priorities

Office & Facilities Management

Serve as the go-to person for the office: supplies, equipment, mail, deliveries, and general upkeep
Manage relationships with local vendors — IT support, janitorial, security, HVAC, locksmiths, and others — including scheduling service, being on-site when they arrive, and following up on issues
Track vendor contracts, invoices, and renewals; flag problems and opportunities to save money
Help onboard new hires with workspace setup, equipment, and access

Warehouse & Logistics Support

Pitch in with the warehouse and logistics team as needed — inventory counts, receiving, organizing, shipping paperwork, and other hands-on tasks
Drive between facilities to pick up or deliver supplies, parts, documents, and equipment
Help coordinate shipments, courier services, and last-minute logistics needs

General Team Support

Assist with projects across departments — research, data entry, spreadsheets, presentations, event planning, and whatever else comes up
Identify recurring problems and propose simple processes to fix them
Be the person who says "I'll take care of it" and then does

What We're Looking For

Bachelor's degree (recent graduates encouraged to apply) or equivalent experience
0–2 years of relevant experience; internships, campus leadership, or part-time work count
Highly organized with strong attention to detail and follow-through
Clear, professional communicator — comfortable talking to executives, vendors, and warehouse staff alike
Proficient with Google Workspace or Microsoft Office; quick to pick up new tools
Self-starter who is comfortable with ambiguity and doesn't wait to be told what to do
Trustworthy and discreet with sensitive information
Positive, no-task-is-too-small attitude

Requirements

Valid driver's license, clean driving record, and reliable personal vehicle (mileage reimbursed per company policy)
Ability to travel between local facilities during the workday, sometimes on short notice
Ability to lift up to 50 pounds and be on your feet for extended periods when supporting the warehouse, with or without reasonable accommodation
On-site presence during standard business hours, with occasional flexibility for early/late vendor appointments
Ability to work in varying temperature environments, including refrigerated, frozen, and non-climate-controlled warehouse and production areas, for extended periods
Willingness to wear all designated personal protective equipment (PPE) on the warehouse or production floor — which may include safety shoes, safety glasses, hearing protection, hair/beard nets, gloves, and cold-weather gear — and to follow all posted safety protocols around equipment, forklift traffic, and loading dock areas

Why Join Us

Direct mentorship from the COO and exposure to every part of the business
A role that grows with you — strong performers have a clear path into operations, project management, facilities, or executive support leadership
Benefits: Health, Dental, Vision, PTO, 401k

Oakhouse Bakery is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.