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- Tasks: Manage the founder's diary and ensure smooth daily operations.
- Company: Join HatHats, a dynamic specialty coffee company with a passion for innovation.
- Benefits: Competitive salary, staff discounts, and a clear path to career growth.
- Other info: Exciting opportunity for growth into a Chief of Staff role.
- Why this job: Be at the heart of a fast-paced business and make a real impact.
- Qualifications: Strong organisational skills and experience in PA or office coordination.
The predicted salary is between 28000 - 33000 £ per year.
HatHats is a specialty coffee company with ten sites across Kent, an events trailer, a coffee van, a growing e-commerce business, and a fleet of HatHats To Go vending machines. Our sites run from Reculver and Faversham to Folkestone, Herne Bay, Canterbury and Discovery Park, with a presence at Hangloose Bluewater too. We are a small team doing work that a much larger business would need twice the headcount to deliver, and we are proud of that. Our people are curious, commercially minded, and genuinely invested in what we are building.
We have recently completed a significant piece of internal work called Project Mirror, a full review of how we are structured, who owns what, and where we are headed. One of the clearest things to come out of that work was a new role: the person who will sit at the heart of how this business runs day to day. That is the role we are now hiring for.
This is a PA role at the start. Within 12 to 18 months, it is designed to become a Chief of Staff function. Whether that happens depends on the person, and we will be honest with you about that from day one.
Day to day, you will be the person who makes sure nothing falls through the gaps. You will manage the founder's diary and protect his time for the things that actually need him. You will make sure every instruction that leaves the leadership team has a named owner, a deadline, and a follow-up. You will chase actions, coordinate across departments, and be the calm person at the centre of a fast-moving business.
You will also own some things outright from day one:
- Managing the founder's diary and ensuring his time is protected for strategic priorities
- Making sure every instruction from the leadership team has a named owner, a deadline, and a route for follow-up
- Chasing and logging actions from leadership meetings and briefings
- All business insurance across HatHats entities: named owner, renewal schedule, coverage tracking
- Booking and administration for our Events Division and Barista 999
- HatHats Hub ticket oversight and chasing
- Day-to-day coordination of our IT and maintenance teams
- Research and build of a head office health and safety framework within your first 90 days
- Supporting Project Mirror implementation: tracking progress, chasing outstanding actions
- Supporting new site projects and key hires as directed
- Head office compliance certificate filing and renewal scheduling
- HatHats To Go route administration and logistics coordination with Central Operations
- Maintaining the leadership action log after every meeting and briefing, tracking what is outstanding, and chasing named owners across the business before the next meeting so actions are completed not just recorded
- Booking and scheduling head office fire alarm and security checks, and forwarding related invoices to Finance
- Very occasionally being available at weekends for out-of-hours on-call cover when the business needs it
What we are looking for:
- You do not need a background in coffee or hospitality.
- You need to be organised in a way that other people notice.
- You need to be the kind of person who sees something falling through a gap and closes it before being asked.
- You need to be comfortable talking to a founder one minute and coordinating a maintenance engineer the next.
- Experience in a PA, EA, or office coordination role
- Strong written communication and a clear, direct style
- Comfortable working in a fast-moving, multi-site business where priorities shift
- Confident managing up: the kind of person who will nudge a founder when something needs chasing
- Genuinely motivated by building something, not just maintaining it
- Comfortable with very occasionally being available at weekends for out-of-hours on-call cover
What we offer:
- Salary of £28,000 to £33,000, dependent on experience
- A structured review at 12 months tied to role development toward Chief of Staff
- A real seat at the table: you will know what is happening in this business because you will be the person making it happen
- Staff discount across all HatHats sites and products
- A team that is genuinely invested in getting things right
- Based at our head office in Whitstable, Kent
How to apply:
Apply through our listing on Reed. Please include a short covering note with your application telling us why this role is the right next step for you. We do not want a template. We want to hear from you.
Executive Assistant and Operations Coordinator in Whitstable employer: HatHats Coffee Company Limited
Contact Detail:
HatHats Coffee Company Limited Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant and Operations Coordinator in Whitstable
✨Tip Number 1
Get to know the company inside out! Research HatHats, its values, and its operations. This will help you tailor your conversations and show that you're genuinely interested in being part of the team.
✨Tip Number 2
Network like a pro! Reach out to current or former employees on LinkedIn. Ask them about their experiences and any tips they might have for landing the role. It’s all about making connections!
✨Tip Number 3
Prepare for the interview by thinking about how your skills align with the role. Be ready to share specific examples of how you've managed tasks, coordinated teams, or solved problems in previous jobs.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can go a long way in showing your enthusiasm for the position. Plus, it keeps you fresh in their minds as they make their decision.
We think you need these skills to ace Executive Assistant and Operations Coordinator in Whitstable
Some tips for your application 🫡
Be Yourself: When you're writing your application, let your personality shine through! We want to get a sense of who you are, so don’t be afraid to show your enthusiasm for the role and the company.
Tailor Your Covering Note: Make sure your covering note is specific to this role. Highlight why you’re excited about the Executive Assistant and Operations Coordinator position and how your skills align with what we’re looking for.
Showcase Your Organisational Skills: Since this role is all about keeping things running smoothly, give us examples of how you've successfully managed tasks or projects in the past. We love seeing how you’ve closed gaps before they became issues!
Keep It Clear and Concise: We appreciate strong written communication, so make sure your application is clear and to the point. Avoid jargon and keep it straightforward – we want to understand your message without any fluff!
How to prepare for a job interview at HatHats Coffee Company Limited
✨Know the Company Inside Out
Before your interview, take some time to research HatHats thoroughly. Understand their mission, values, and recent projects like Project Mirror. This will not only show your genuine interest but also help you tailor your answers to align with their goals.
✨Demonstrate Your Organisational Skills
Since the role requires exceptional organisational abilities, come prepared with examples from your past experiences where you successfully managed multiple tasks or projects. Highlight how you ensured nothing fell through the gaps and how you prioritised effectively.
✨Show Your Communication Style
Strong written and verbal communication is key for this position. During the interview, be clear and direct in your responses. You might even want to prepare a few questions that demonstrate your ability to communicate effectively with both leadership and team members.
✨Be Ready for a Fast-Paced Environment
The role involves working in a dynamic setting where priorities can shift quickly. Share examples of how you've thrived in similar environments before. Show that you're adaptable and can handle the pressure while maintaining a calm demeanour.