At a Glance
- Tasks: Be the heartbeat of our operations, managing schedules and ensuring smooth communication.
- Company: Join HatHats, a dynamic speciality coffee company with a passion for innovation.
- Benefits: Enjoy a real seat at the table and be part of a dedicated team.
- Other info: Opportunity to evolve from Executive Assistant to Chief of Staff.
- Why this job: Make a tangible impact in a fast-paced environment with room for growth.
- Qualifications: Organised, proactive, and comfortable in a multi-site business.
The predicted salary is between 30000 - 40000 £ per year.
HatHats is a speciality 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. 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:
- All business insurance across every HatHats entity
- Booking and administration for our Events Division and Barista 999
- Oversight of our HatHats Hub support tickets
- Day-to-day coordination of our IT and maintenance teams
You will support the build and tracking of our health and safety framework, help with new site projects, and very occasionally be available at weekends when the business needs you. There is variety, genuine responsibility, and real room to grow. There is also a lot to get your head around, and we would rather be upfront about that than undersell it.
What you will own:
- 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
- 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
- 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 meetings 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.
- 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:
- A real seat at the table: you will know what is happening in this business because you will be the person making it happen
- A team that is genuinely invested in getting things right
- Based at our head office in Whitstable, Kent
Executive Assistant and Operations Coordinator in Whitstable employer: HatHats Company Limited.
HatHats is an exceptional employer that offers a dynamic work environment in Whitstable, where you will play a pivotal role in the day-to-day operations of a rapidly growing speciality coffee company. With a strong emphasis on employee growth and genuine responsibility, you will have the opportunity to evolve from an Executive Assistant to a Chief of Staff within 12 to 18 months, all while being part of a close-knit team that values curiosity and commercial acumen. The company's commitment to transparency and collaboration ensures that you will be at the heart of meaningful projects, making a real impact in a fast-paced setting.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Assistant and Operations Coordinator in Whitstable
✨Tip Number 1
Network like a pro! Reach out to people in the coffee and hospitality industry, even if you don’t have experience. Attend local events or join online groups to connect with others who might know about opportunities at HatHats.
✨Tip Number 2
Be proactive! If you see a gap in your skills or knowledge related to the role, take the initiative to learn. Whether it’s brushing up on diary management tools or understanding health and safety frameworks, showing that you’re eager to grow will impress us.
✨Tip Number 3
Prepare for the interview by researching HatHats and our culture. Understand our values and how we operate. This will help you demonstrate that you’re not just looking for any job, but that you genuinely want to be part of our team.
✨Tip Number 4
Apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you’re serious about joining us at HatHats and being part of something special.
We think you need these skills to ace Executive Assistant and Operations Coordinator in Whitstable
Some tips for your application 🫡
Show Your Organisational Skills:In your application, make sure to highlight your organisational skills. We want to see how you manage tasks and keep things running smoothly, just like the role requires!
Be Genuine and Curious:Let your personality shine through! We’re looking for someone who is genuinely invested in building something great. Share your passion for teamwork and curiosity about our business.
Tailor Your Application:Make sure to tailor your CV and cover letter to the specifics of the role. Mention how your experience aligns with managing diaries, coordinating actions, and supporting projects, as these are key parts of the job.
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you don’t miss any important updates from our team!
How to prepare for a job interview at HatHats Company Limited.
✨Know the Company Inside Out
Before your interview, dive deep into HatHats' mission, values, and recent projects like Project Mirror. Understanding their operations and culture will help you connect your skills to their needs and show that you're genuinely interested in being part of their team.
✨Demonstrate Your Organisational Skills
Since this role requires exceptional organisation, come prepared with examples of how you've successfully managed multiple tasks or projects. Be ready to discuss specific tools or methods you use to keep everything on track, as this will highlight your ability to handle the fast-paced environment.
✨Show Your Proactive Nature
During the interview, share instances where you've identified gaps or issues before they became problems. This will demonstrate your proactive mindset, which is crucial for a role that involves managing the founder's diary and ensuring nothing falls through the cracks.
✨Be Ready for Scenario Questions
Expect questions that assess how you'd handle real-life situations, such as coordinating across departments or managing urgent requests. Think through potential scenarios beforehand and outline your approach, showcasing your problem-solving skills and ability to stay calm under pressure.
