Chief of Staff Job Description: Essential Guide
The Chief of Staff role has grown increasingly pivotal in many organizations, becoming the connective tissue that binds executive teams and orchestrates strategic initiatives. As businesses evolve, the responsibilities of a Chief of Staff have broadened, requiring a unique blend of skills that appeal to senior executives and leadership teams alike. As such, crafting a detailed job description and identifying the qualities of an ideal candidate is essential for organizations looking to fill this crucial role effectively.
Download this free 3-page Chief of Staff Hiring Quick Guide.
As a Chief of Staff turned executive leadership coach, I specialize in working with Chiefs of Staff and Principals. This has given me a lot of exposure to the versatility of the Chief of Staff role and a unique perspective on what features of the role to emphasize in any given version.
Let’s craft your Chief of Staff job description.
Do You Need a Chief of Staff?
The Chief of Staff is a leadership generalist capable of supercharging an executive leadership team. Often, the COS serves as the right hand to the CEO or another member of the leadership team. The role is especially well-suited for lightening the load of overburdened leaders who are running out of time or energy in their quest to take the organization to the next level.
If you’re a CEO who needs a trusted sounding board to boost your decision making, less on your plate so you can focus on your strengths, greater overall focus from the leadership team, a pulse on the organization as a whole, or help turning decisions into actions...you need a Chief of Staff.
Structuring the Role
The Chief of Staff is a highly versatile, dynamic role. Every iteration of this role can and should look a little bit different.
A Chief of Staff serves as a trusted advisor, often working closely with the Chief Executive Officer (CEO) and other senior management members. The responsibilities of a Chief of Staff can vary but generally revolve around ensuring smooth day-to-day operations, focusing on strategic planning, and managing various strategic initiatives.
The Chief of Staff position is not merely about managing executives’ schedules; it’s about playing a strategic role that aligns the company's goals across different departments.
In my coaching work with Chiefs of Staff, I find that two major factors influence how this role should be setup. Company stage and the skill set and personality of the principal themselves. Company size and the composition of the leadership should be taken into account as well. The right thing for one company may not be the right thing for another.
For example, the Chief of Staff at a 10 person startup will differ from one at Intel or Microsoft, where a dozen or more Chiefs of Staff may support principals in every department. Additionally, whether the CEO is a first-timer or whether they’ve worked with a COS before will influence what you need from your new COS.
Download this free 3-page Chief of Staff Hiring Quick Guide.
Everything a Chief of Staff Can Do
To help you craft the perfect job description for your organization, let’s take a look at the many possible responsibilities and functions of a Chief of Staff. Don’t just copy and paste the below into your job description! Review carefully and select just what your organization needs. And of course, make modifications or additions as needed.
An effective Chief of Staff job description could include some combination of the below:
Strategic Initiatives: Chiefs of Staff are expected to lead or play a significant role in strategic initiatives. This involves strategic planning with senior management and executing key initiatives that align with the company’s strategic goals.
Daily Operations Coordination: A successful Chief of Staff ensures operational efficiency by managing the company’s day-to-day operations. They act as a right-hand person to the CEO, ensuring streamlined communication across various departments. This isn’t just about daily tasks, but about setting up a cadence of coordination and communication that keeps the company’s drums beating on time. This could include structuring daily, weekly, monthly, and quarterly meetings, or organizing and coordinating updates to board members or other stakeholders.
Prioritization & Goal Setting: One of the strengths of this role is their neutrality. The Chief of Staff isn’t beholden to any one department, but to the company overall. The Chief of Staff can help facilitate the executive leadership team in brainstorming, refining, and establishing the company’s goals. Then, it’s the COS’s job to make sure the other leaders keep focused on those goals and don’t get distracted as time goes on.
Ambiguity and Problem Solving: The Chief of Staff should be comfortable dealing with ambiguity. This isn’t a role that’s assigned neat and tidy tasks to complete. This is a role that takes vague things like “Company Goals” and makes them into tangible actions and processes. How that’s done, exactly, will be unique to the company and the goal—there are no cut and paste, cookie cutter solutions. Figuring out that how is exactly what makes the Chief of Staff a unique role full of potential.
Organizational Structure: The Chief of Staff evaluates the company’s teams, processes, and workflows to make sure that everything is working toward something in common: the organizational goals established collaboratively with the leadership team. The Chief of Staff should review interdependencies, communication plans, and needs for talent or tools. This may include spinning up a new team or department, adding additional seats to an existing team, or introducing and establishing new roles or structures across the company. As part of this effort, the COS will work closely with the COO and HR to implement the right solutions.
Company Culture: “Culture” is one of those ambiguous, intangible things that might seem like a silly buzzword—yet it’s anything but. How people feel at work matters. People that are motivated, comfortable, and confident at work produce better results. Establishing a culture of trust, honesty, and mutual respect will go a long way towards achieving the company’s goals. Evaluating the company’s culture, hiring for culture, and leading by example are all ways that the Chief of Staff can influence this critical part of any company.
Project Management: From critical cross-functional initiatives to organizational staffing overhauls, a Chief of Staff’s role involves project management oversight, ensuring resources are effectively allocated and project updates are communicated so people stay informed. The Chief of Staff should understand how responsibilities and workflows link up across the company, and work with operations staffers to make sure that the organization is aligned with the company’s top priorities.
Executive Team Support: Don’t treat your Chief of Staff like an executive assistant. This is a common mistake that handcuffs the role and keeps it from being effective. While the Chief of Staff is not an executive assistant, they may work closely with EAs to coordinate with the leadership team. Chiefs of staff coordinate executive leadership in various ways, from policy development to assigning agenda items in board meetings.
Relationship Building: Interpersonal skills are paramount for the Chief of Staff. Since their projects are often unique or challenging, they need strong relationships with team members across different departments and key stakeholders.
Right Hand to the Principal: The Chief of Staff acts as the CEO’s go-to collaborator. They’re part confidant, part strategic advisor, part proxy. When the CEO is otherwise occupied, the COS steps in as their backup hitter. If the CEO needs to blow off some steam, the COS is ready to listen. When it’s time to bounce some ideas to address a problem that’s just popped up, the COS is the CEO’s sounding board. At times, this will involve pushing back on the CEO and calling them on BS. The strength of this relationship is critical to the success of the Chief of Staff.
Financial Know-How: While the COS likely won’t be crunching any numbers themselves, they should be comfortable reading financial information and understanding how financial considerations inform how the company pursues its goals. The COS should work closely with the CFO and other leadership team members to maintain an understanding of the company’s finances.
Proactive: The Chief of Staff should have a bias for action and should prefer “done” to “perfect.” They should not be afraid to ruffle some feathers or to ask for forgiveness rather than permission. The Chief of Staff isn’t there to maintain the status quo. Rather, it’s their job to push the entire company to improve.
Emotional Intelligence: An effective Chief of Staff will possess a high degree of emotional intelligence. They should be able to put themselves in other people’s shoes, such as the CEO, board members, the rest of the leadership team, as well as staff members affected by organizational changes. A high “EQ” makes the Chief of Staff a great communicator and collaborator and makes it a lot easier for them to navigate the big personalities they’ll encounter as they move through the company trying to get stuff done.
Influence Over Authority: The Chief of Staff should be comfortable achieving results through their influence rather than their authority. They use their emotional intelligence to establish the relationships they need to steer the company toward achieving its goals. Similarly, they should be comfortable in the background and out of the spotlight. They make the rest of the leadership team look good without necessarily getting all of the credit.
Strategic Thinking and Decision-Making: Being able to think strategically and make informed decisions is a crucial part of the Chief of Staff role. They must see the bigger picture while also addressing the tactical level details. The Chief of Staff is responsible for translating goals into actions and they must be comfortable switching between high-level and boots-on-the-ground perspectives.
Communication Skills: An effective Chief of Staff can articulate ideas clearly. This involves not only verbal communication skills but also the ability to listen and adapt to different communication styles. Whether they’re clarifying the company’s vision with the leadership team, keeping in touch with board members, or communicating new strategic initiatives to staff members, the Chief of Staff will be in constant contact with a plethora of stakeholders. Sometimes this will include speaking the truth, no matter how uncomfortable. The Chief of Staff should use their communication skills to tackle problems head on rather than avoiding confrontation.
Time Management and Time Scales: With responsibilities spanning various strategic objectives and leadership tasks, time management skills are essential to ensure that nothing falls through the cracks. This isn’t just about managing daily or weekly tasks. The Chief of Staff should also be making medium- and long-term plans. Where should the company be in 12, 18, and 24 months? Plotting out these goals and figuring out how to get there on a monthly or quarterly basis is part of the Chief of Staff role.
As you can see, the Chief of Staff role is capable of a lot. Your particular needs for this role will vary, so adapt the above as you see fit.
For more info on the role, check out my blog post What is the Chief of Staff Role in Business?
Scouting for Potential Candidates
Finding the right candidates for this pivotal role involves a careful and thorough hiring process. Using a well-defined Chief of Staff job description can aid in identifying potential candidates that fit the bill for your company.
Evaluate Prior Experience: Look for qualified candidates with a successful track record in managerial roles or as part of senior management. Experience in related fields such as business administration, project management, or strategic planning is also beneficial. Industry experience is helpful too: a tech company may want a COS with tech industry expertise, for example.
Assess Leadership Qualities: During the interview process, evaluate a candidate’s ability to lead by asking situational questions that reveal their leadership style and decision-making process.
Educational Background: While advanced degrees can be a plus, a bachelor's degree in a related field like business management often suffices. However, ensure that the candidate's educational qualifications align with the organization's needs.
Cultural Fit: Consider whether a candidate aligns with the company's culture and values. The Chief of Staff will work closely with top-tier executives, and a good fit here is essential for organizational success.
The Hiring Process and Beyond
The interview process should focus on drawing out a candidate's experiences and how they plan to contribute significantly to your organization. Look for demonstrations of good judgment and examples of how they managed complex projects or navigated challenging executive environments. Here’s how to refine your hiring approach:
Panel Interviews: Include various members of the executive team and department leaders in the interview process. This ensures the candidate meets the expectations of the leadership team and can operate effectively across different departments.
Assess Future Potential: Consider the candidate's potential for growth within the company. A Chief of Staff position can be a stepping stone to other leadership roles, and identifying candidates with long-term potential is a smart organizational move.
Reference Checks: Conducting thorough reference checks with previous employers is crucial. It validates the candidate’s credentials and offers additional insights into their interpersonal skills and adaptability in the critical role of a Chief of Staff.
Onboarding and Mentorship: Once hired, an effective onboarding process that includes mentoring by senior chiefs of staff or a vice president can help integrate new hires smoothly into their roles.
Check out my blog CEOs: How You Can Set Up Your New Chief of Staff for Success for more tips.
Resources and Continuous Learning
Post-hiring, it's vital to invest in a Chief of Staff’s continuous development by providing access to various resources, such as executive coaching or leadership development programs. For more insights, you can explore blog articles and podcasts such as "Setup Your Chief of Staff for Success" or "Chief of Staff Executive Coaching"
Moreover, fostering an environment of feedback and improvement is essential. Encourage open communication and provide constructive feedback, allowing the Chief of Staff to refine their skills and better collaborate with the executive team and senior managers.
Conclusion
Hiring for the role of Chief of Staff is a strategic decision that can lead to organizational success through improved operational efficiency and effective execution of strategic objectives. By defining a comprehensive job description, recognizing the key qualities of an ideal candidate, and refining your hiring process, you can identify great chiefs of staff who will contribute meaningfully to your leadership team and drive your company’s success forward.
Utilize available resources such as The Ultimate 30-60-90 Day Plan and other executive coaching insights from Next Level Coach to enhance your understanding of the role and its impact. Here are some additional resources for Chiefs of Staff.
In conclusion, a Chief of Staff serves as a vital strategic partner and operational leader within an organization. By understanding what to look for in the role of the Chief of Staff and preparing for the associated challenges, businesses can ensure their leadership teams are well-prepared and aligned to achieve strategic goals.
About The Author
Emily Sander is a C-suite executive turned leadership coach. Her corporate career spanned Fortune 500 companies and scrappy start-ups. She is an ICF-certified leadership coach and the author of two books, An Insider’s Perspective on the Chief of Staff and Hacking Executive Leadership.
Emily works with early to senior executives to step into effective leadership with one-on-one coaching. Go here to read her story from seasoned executive to knowledgeable coach.