As organizations grow, leaders often find themselves dealing with high-stakes decisions, operational challenges, and communication issues. A Chief of Staff steps in to bring structure, streamline priorities, and ensure top executives can focus on what matters.

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Current trends and job boards reveal a noticeable increase in job postings for Chief of Staff roles. This suggests a growing demand for this position.

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Having a Chief of Staff means ensuring execution happens smoothly, with clear priorities and minimal distractions. Keep reading to learn more about the main duties of a Chief of Staff.

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What is a Chief of Staff?

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A Chief of Staff (CoS) is a senior-level executive who works closely with company leadership—often the CEO or another top executive—to enhance strategic decision-making, streamline operations, and improve organizational efficiency.

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The role helps executives focus on high-priority objectives while ensuring smooth day-to-day management.

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Unlike traditional leadership positions, a Chief of Staff operates behind the scenes, acting as a strategic advisor, problem-solver, and operational leader. They coordinate cross-functional teams, oversee special projects, and act as a bridge between leadership and employees.

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Evolution of the Position Across Industries

The Chief of Staff role has evolved to adapt to the needs of various industries as illustrated below:

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Corporate Sector

Many Fortune 500 companies now employ Chiefs of Staff to support executives in managing growth, thereby optimizing workflows, and aligning strategic initiatives. For instance, fast-scaling startups have Chiefs of Staff to drive executive efficiency.

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Politics

In government, the Chief of Staff advises politicians, manages legislative agenda, and liaises with stakeholders. The White House Chief of Staff is often regarded as the second-most powerful person in the U.S. government, coordinating policies and managing crisis response.

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Nonprofits and NGOs

Nonprofit organizations use Chiefs of Staff to align missions with operational efficiency, ensuring fundraising efforts, advocacy campaigns, and program implementation stay on track.

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For example, global nonprofits like the Bill and Melinda Gates Foundation employ a Chief of Staff to oversee complex projects and partnerships.

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The growing complexity of leadership roles in all sectors has increased the demand for skilled Chiefs of Staff who can handle strategic planning, communication management, and operational oversight.

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Chief of Staff vs. Executive Assistant vs. COO

While the Chief of Staff, Executive Assistant (EA), and Chief Operating Officer (COO) may have overlapping responsibilities, they serve different functions as shown in the table below:

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Why the Role of a Chief of Staff is Important

Organizations need strong leadership and seamless coordination to achieve their strategic goals. A Chief of Staff ensures executives focus on high-level decision-making without getting bogged down by operational complexities.

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From acting as a strategic partner to driving important initiatives, the Chief of Staff enhances productivity, communication, and business efficiency.

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The Chief of Staff as a Strategic Partner

A Chief of Staff is a trusted advisor and strategist, helping leaders make informed decisions based on data, industry trends, and organizational goals.

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According to a study by McKinsey & Company, CEOs spend 72% of their time in meetings. By handling day-to-day operational complexities, the Chief of Staff frees up executives to focus on long-term growth strategies.

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For example, Elon Musk’s former Chief of Staff at SpaceX and Tesla, Sam Teller, played an important role in streamlining communication between Musk and various teams, thereby ensuring strategic goals were met.

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Without a dedicated Chief of Staff, executives risk getting overwhelmed by administrative tasks, thereby slowing down the company’s momentum.

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Enhancing Executive Productivity and Decision-Making

Executives often handle multiple responsibilities, which can dilute their focus. A Chief of Staff ensures only the most important issues reach leadership. This allows executives to spend their time on high-value activities.

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CEOs spend most of their time on tasks that could be delegated—tasks such as meeting coordination, internal reporting, and handling stakeholder relationships.

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A Chief of Staff prioritizes these responsibilities so leaders can concentrate on innovation, growth, and competitive strategy.

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Facilitating Internal Communication and Collaboration

One of the most overlooked yet essential responsibilities of a Chief of Staff is improving internal communication. Many organizations suffer from siloed departments, where teams lack alignment; this leads to inefficiencies and miscommunication.

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A Chief of Staff ensures all teams are aligned with the company’s vision and objectives by:

• Hosting regular cross-departmental meetings to foster transparency
• Providing executives with concise and structured updates on key projects
• Serving as a mediator to resolve conflicts and streamline decision-making

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For example, at Amazon, the Chief of Staff role has been crucial in bridging communication gaps between the company’s diverse business units.

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According to a report by Deloitte, companies can improve operational efficiency by up to 30% by maintaining strong internal communication.

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Acting as a Liaison Between Leadership and Various Teams

A Chief of Staff translates leadership’s vision into actionable steps for various departments, ensuring the smooth execution of strategies. This is valuable in large organizations where executives cannot be directly involved in every decision.

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For instance, when Google was scaling rapidly, its executive team relied on Chiefs of Staff to manage important projects and relay leadership priorities across multiple business divisions. This allowed leaders to stay informed without being overwhelmed by day-to-day operations.

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By acting as a liaison, a Chief of Staff:

• Ensures executive directives are executed effectively
• Keeps leadership informed about on-the-ground challenges and opportunities
• Aligns teams with company-wide objectives, avoiding misalignment and inefficiencies

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Driving Key Initiatives and Organizational Goals

Apart from assisting with daily operations, a Chief of Staff also plays an important role in launching and managing strategic initiatives. Whether it’s expanding into new markets, leading mergers and acquisitions, or implementing company-wide transformations, a CoS ensures these projects stay on track.

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For example, at Facebook (now Meta), Chiefs of Staff were integral in orchestrating large-scale digital transformation efforts, such as pivoting towards the metaverse.

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Skills a Chief of Staff Must Possess

A highly effective Chief of Staff has skills that enable them to support executives, streamline operations, and drive strategic initiatives. Here’s a breakdown of the skills every Chief of Staff should have:

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Leadership and Decision-Making

A Chief of Staff serves as the executive’s right-hand person, helping to bridge the gap between leadership and execution. They must have strong leadership skills to influence teams, resolve conflicts, and provide sound recommendations that align with the company’s vision.

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Strategic Thinking and Problem-Solving

The ability to analyze situations, anticipate challenges, and craft strategic solutions is key. A CoS must think ahead, foresee roadblocks, and develop contingency plans. Organizations with strategic leadership are more likely to succeed than those without.

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Communication and Interpersonal Skills

A Chief of Staff must excel in verbal and written communication to effectively relay information between executives, department heads, and external stakeholders. They also act as a buffer, ensuring only important and relevant information reaches the CEO or executive team.

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Project Management and Organization

Managing multiple high-level projects while keeping timelines, goals, and teams aligned is a key responsibility of a CoS. They ensure all moving parts of an organization operate efficiently and stay on track with company objectives.

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Other skills include:

• Data analysis
• Discretion and confidentiality
• Adaptability and emotional intelligence

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Basic Responsibilities and Daily Tasks of a Chief of Staff

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A Chief of Staff’s role is not limited to administrative tasks, as they contribute to strategic decision-making, internal coordination, crisis management, and special initiatives.

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The responsibilities of a Chief of Staff depend on the industry and the needs of the executive team, but the main duties remain similar across different organizations.

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Strategic Planning and Execution

A Chief of Staff ensures the executive’s strategic vision is clearly defined and effectively executed throughout the company. They work closely with senior leaders to set priorities, develop roadmaps, and align resources to meet business objectives.

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Key tasks include:

• Collaborate with executives to define long-term strategic goals.
• Break down high-level objectives into actionable initiatives.
• Monitor progress and adjust plans as needed.
• Ensure alignment across departments to avoid duplication of efforts.

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Companies with a well-defined strategy outperform competitors in profitability. A Chief of Staff ensures this advantage by maintaining clarity in goal-setting and execution.

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Managing Executive Workflow

Executives are often overwhelmed with meetings, emails, and decision-making responsibilities. A Chief of Staff helps filter and prioritize these tasks to ensure leadership focuses on high-impact activities.

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They do this through the following tasks:

• Manage the executive’s calendar and schedule.
• Identify tasks that require direct executive involvement versus delegation.
• Handle non-critical meetings to free up leadership time.
• Provide executive briefings and summaries before important meetings.

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Internal and External Communications

A Chief of Staff acts as the main liaison between executives and various internal and external stakeholders, ensuring communication is clear, consistent, and aligned with company objectives.

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The key tasks include:

• Draft internal communications, reports, and presentations for leadership.
• Act as a bridge between different teams, ensuring alignment.
• Communicate strategic priorities across the organization.
• Manage external stakeholder relationships (investors, board members, and partners).

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Meeting Preparation and Follow-Ups

A Chief of Staff ensures meetings are productive by preparing agendas, documenting key takeaways, and following up on action items. This keeps leadership and teams accountable. The Chief of Staff:

• Develops structured agendas for leadership meetings.
• Takes meeting notes and highlights key action items.
• Follows up with teams to ensure execution of decisions made.
• Tracks progress on projects discussed in meetings.

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Cross-Departmental Collaboration

In many organizations, different departments work in isolation, leading to inefficiencies. A Chief of Staff encourages cross-functional collaboration to ensure teams are aligned and working toward common goals.

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This is achieved through these key tasks:

• Identify and eliminate barriers between departments.
• Facilitate interdepartmental meetings and discussions.
• Ensure alignment between sales, marketing, operations, and finance.
• Implement tools and processes for smoother collaboration.

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Crisis Management and Problem-Solving

When unexpected challenges arise, the Chief of Staff is often the first point of contact for troubleshooting.

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Irrespective of the nature of the challenge (operational roadblock, PR crisis, or urgent strategic pivot), the CoS analyzes the situation, proposes solutions, and coordinates responses.

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The key tasks include the following:

• Assess urgent situations and determine the best course of action.
• Work with leadership to develop crisis management strategies.
• Communicate with teams to mitigate risks effectively.
• Ensure business continuity during unexpected disruptions.

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When Should You Hire a Chief of Staff?

As businesses scale, leadership teams often struggle to balance high-level strategy with daily operational demands. A Chief of Staff serves as a right-hand advisor to executives, ensuring smooth decision-making, streamlined communication, and operational efficiency.

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But how do you know when to bring one on board?

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If your company is facing any of the following challenges, hiring a Chief of Staff might be the right move:

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Rapid Company Growth and Increased Executive Workload

As organizations expand, executives often become overwhelmed with meetings, strategic planning, and operational bottlenecks. A Chief of Staff can help manage executive priorities, ensuring the leadership team stays focused on high-impact decisions.

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The Executive Team Lacks Time for Strategic Thinking

When executives are constantly putting out fires, they have little time for long-term vision and planning. A Chief of Staff is a strategic partner that analyzes business challenges and coordinates initiatives. This ensures leaders have the insights required to make the right decisions.

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Communication Gaps Within Leadership and Teams

If different departments are misaligned or information isn’t flowing effectively, business efficiency suffers. A Chief of Staff ensures strategies are communicated clearly and that collaboration is seamless.

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Poor communication costs companies an average of $62.4 million per year in lost productivity. A Chief of Staff helps eliminate these gaps through better collaboration and alignment.

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Inefficiencies in Decision-Making Processes

Are decisions taking too long? Are executives stuck in unnecessary meetings without clear action plans? A Chief of Staff streamlines decision-making by organizing key priorities, providing relevant data, and eliminating unnecessary roadblocks.

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How to Integrate a Chief of Staff into Your Organization

Once you hire a Chief of Staff, then you must set them up for success. Here’s how to do it:

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Set Clear Expectations and Responsibilities

Clearly define the Chief of Staff’s role, whether it’s managing executive priorities, improving internal communication, or overseeing special projects. Align their responsibilities with business objectives.

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Pro Tip: Create a 30-60-90 day onboarding plan outlining key milestones and deliverables.

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Define Key Performance Metrics for the Role

Measure the success of your Chief of Staff by setting clear KPIs (Key Performance Indicators), such as:

• Reduction in executive workload
• Improvement in cross-team communication
• Faster decision-making turnaround
• Efficiency gains in operational processes

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Establish Strong Communication Channels

Ensure the Chief of Staff has direct access to executives and key stakeholders. Encourage regular check-ins and alignments to keep everyone on the same page.

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Pro Tip: Schedule weekly one-on-one meetings between the Chief of Staff and the CEO to review priorities and challenges.

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Empower the Chief of Staff to Make Decisions

A Chief of Staff is most effective when they have the authority to make operational decisions without constant oversight. Trust them to act as a filter for high-priority issues and delegate accordingly.

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Encourage Cross-Department Collaboration

The Chief of Staff bridges communication gaps across departments. Encourage them to build relationships with department heads and facilitate alignment meetings.

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Pro Tip: Implement monthly cross-functional leadership meetings led by the Chief of Staff to ensure alignment on company-wide initiatives.

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Provide Access to Essential Tools and Resources

Equip the Chief of Staff with the necessary technology, analytics dashboards, and reporting tools to efficiently manage projects and track progress.

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For instance, a SaaS company can empower its Chief of Staff to streamline company-wide strategic initiatives by providing them with a project management tool like Asana or Trello.

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Wrapping Up

As discussed in this guide, a Chief of Staff streamlines operations, enhances executive efficiency, and drives strategic initiatives.

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However, hiring a full-time Chief of Staff can be costly and time-consuming—especially for startups and growing businesses that need flexibility. That’s where Chore comes in.

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Chore is your fractional Chief of Staff for HR, compliance, finance, and equity, helping you streamline operations without the overhead of a full-time hire. By handling these essential yet complex functions, Chore enables you to liberate yourself from operational stress and focus on growth.

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Free yourself from operational challenges and scale your business with ease. Let Chore handle your HR, compliance, finance, and equity needs—so you can focus on driving growth. Learn more.

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FAQs

How powerful is the chief of staff?

The Chief of Staff’s role is of significant influence. The main aspects of their power include the following:

• They often control access to the principal (e.g., President, CEO), determining who gets their time and attention.
• They serve as trusted advisors, providing counsel on critical issues. Their proximity to the principal allows them to shape policy and strategy.
• They oversee the day-to-day operations of the organization, ensuring efficiency and alignment with the principal's goals.
• They are involved in implementing strategic plans and, therefore, have a large part to play in how those plans are carried out.   

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Is the chief of staff a glorified secretary?

A Chief of Staff is often mistaken for a "glorified secretary," but their roles differ. While secretaries focus on administrative tasks like scheduling and correspondence, a Chief of Staff is deeply involved in strategic planning, policy development, and organizational oversight.

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Unlike secretaries, who execute tasks as directed, Chiefs of Staff have decision-making authority and often represent leadership in key meetings. Their responsibilities span the entire organization, coordinating across departments and managing complex projects.

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What are the main duties of a chief of staff?

A Chief of Staff guides an organization toward its goals through strategic leadership, operational oversight, and decision-making. Their main duties include setting long-term objectives, managing day-to-day operations, facilitating communication, and making important decisions.

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