Chief of Staff Job Description: Real-World Examples
Key Takeaways at a Glance:
The Chief of Staff role isn’t one-size-fits-all. It’s a flexible position that varies based on company size, stage, trajectory, and culture.
Chief of Staff job descriptions vary widely, but there are common threads. Driving strategic initiatives and acting as a thought partner to the CEO both appear in nearly every job listing.
Clearly defining the role upfront prevents confusion later. Misalignment is common and can cause big problems. Clarify expectations early and revisit them as the company grows and priorities shift.
The CoS is a strategic leadership role, not administrative support. A great CoS expands the executives’ impact and streamlines organizational alignment, responsibilities well beyond the scope of an executive assistant.
Top 10 Chief of Staff Responsibilities in Job Descriptions
There’s quite a bit of variance from industry to industry and company to company regarding the Chief of Staff’s role in day-to-day operations. We’ll get to the “why” behind that shortly. For now, let’s nail down the most common tasks and responsibilities found in Chief of Staff job descriptions.
I dug into dozens of actual, real-life listings for Chief of Staff positions across many different types of organizations and identified the Top 10 responsibilities discussed in those job descriptions. Here’s what I discovered, along with some examples of how companies described these responsibilities.
#1 - Act as a Strategic Advisor / Thought Partner to the Executive Leadership Team
(Mentioned in 95% of Job Descriptions)
Almost every description mentioned this responsibility, often as the central tentpole of the role.
“Act as a strategic advisor and right hand to the Chief Executive Officer.”
“A trusted thought partner and proxy to the CEO and broader executive team.”
“Work with the CEO and senior leaders to establish and execute strategic priorities.”
#2 - Drive Strategic Initiatives (90%)
Strategy execution with some project management elements is a nearly universal responsibility of the Chief of Staff position.
“Support strategic business initiatives, from business plan development through successful execution.”
“Coordinate CEO-driven projects and company-wide initiatives.”
“Manage complex strategic workflows and special projects.”
#3 - Manage the Executives’ Priorities and Time (80%)
Optimizing the CEO’s time, managing their calendar, and protecting their focus are important aspects of most CoS jobs.
“Prioritize and optimize the CEO’s agenda, encouraging strategic utilization of his time.”
“Manage the founder’s schedule to optimize their productivity and focus.”
“Facilitate executive meetings and drive follow-through on important action items.”
#4 - Coordinate Executive and Board Communications (75%)
The role of a Chief of Staff usually includes streamlining communications for the board members, C-suite executives, and various stakeholders.
“Develop executive-level communication materials for senior managers and the board.”
“Oversee communication and strategic initiatives with the executive committee.”
“Support quarterly board preparation, including creating decks and presentations.”
#5 - Facilitate Cross-Functional Alignment (75%)
Chiefs of Staff are often positioned as the connective tissue between various departments and teams.
“Serve as a liaison between top-tier executives and department heads to streamline communication and alignment.”
“Build trusted relationships with department leaders, team members, and external partners.”
“Act as a central hub across the engineering, licensing, construction, and compliance teams.”
#6 - Plan and Lead Executive Meetings (70%)
The Chief of Staff needs to be tuned into the rhythm of business at their org. Driving and following through on agendas and cadences is a clear throughline in many Chief of Staff job descriptions.
“Own internal company cadences, including town halls, all-hands, and strategic updates.”
“Plan and coordinate materials for high-priority meetings, strategic offsites, and other executive functions.”
“Organize and execute agendas for leadership retreats and company-wide events.”
#7 - Monitor and Support KPIs and OKRs (65%)
Many listings for CoS positions mention items like performance tracking to make sure the company is hitting its target metrics.
“Lead daily operations to support our strategic initiatives and company-wide OKRs.”
“Define KPIs and deliver actionable insights to support decision-making.”
“Analyze company performance using internal data dashboards and financial reports.”
#8 - Develop and Deliver Presentations and Reports (60%)
This has some overlap with #4, as both areas involve executive-level strategy and comms. Still, this category is distinct in its frequency and emphasis.
“Create financial and operational presentations for the CEO, board, and investors.”
“Draft and polish internal communications, briefing documents, decks, and reports.”
“Develop compelling materials for board meetings, investor communications, and public presentations.”
#9 - Identify and Improve Operations and Processes (60%)
Many listings frame this around improving efficiency, creating systems, or managing change.
“Lead initiatives to improve our operational systems and working norms.”
“Identify roadblocks and inefficiencies, and work with leadership to improve systems and workflows.”
Develop and maintain systems and processes to improve efficiency, collaboration, and production.”
#10 - Represent Leadership and Communicate on Their Behalf (50%)
About half of organizations also want the Chief of Staff to take part in external engagement, stakeholder relations, and other public-facing duties.
“Represent the executives in key meetings with customers, investors, and partners.”
“Serve as a liaison to internal and external stakeholders, including City and County officials.”
“Work as the CEO’s proxy, nurturing deep customer relationships with executives at partner companies.”
What Is the Chief of Staff Not?
The Chief of Staff (CoS) role has shifted and expanded over the years. As the business world evolves, the responsibilities of a Chief of Staff broaden, requiring a unique blend of skills that appeal to senior executives and leadership teams alike. In many organizations, the CoS is now the connective tissue that binds executive teams and orchestrates strategic initiatives. However, there are also many organizations where people don’t fully understand the role.
Misalignment is a common pain point for Chiefs of Staff, as this crucial role can mean different things based on who’s hiring. It’s hard to be an effective Chief of Staff when everyone has different expectations, so it’s important to make “defining your role” one of your first steps. Before accepting a CoS job, make sure your definition matches the executive’s and that everyone is on the same page regarding the following misconceptions.
Not an Executive Assistant
For example, the Chief of Staff is not an executive assistant (trust me, this is an annoyingly common misconception). Both positions are highly valuable resources for the executive team, but in very different ways. EAs manage administrative tasks, like scheduling and logistics. Chiefs of Staff drive strategic initiatives, contribute valuable insights to the C-suite, and ensure company-wide alignment with key aspects of the CEO’s vision.
Not Just a Project Manager
Project management skills certainly don’t hurt, and the CoS will likely handle some responsibilities in this area. That said, a Chief of Staff also helps drive the strategy behind these projects instead of solely executing other people’s ideas.
Not a Middle Manager
Some people also think the CoS is just another layer in the middle-management cake. In reality, the Chief of Staff typically operates above middle managers, connecting departments and aligning initiatives to the executives’ strategy.
Not Just for Big Organizations
Some people assume that the CoS only exists in large corporations or political organizations. Not only is this untrue, but in my experience, smaller orgs often benefit the most from an effective Chief of Staff. For these smaller operations, the CoS often plays a significant role in driving structure, focus, and strategy.
Not Just a Stepping Stone
While it’s true that some Chiefs of Staff eventually transition into executive roles, the role is much more than just a temporary step. Many experienced professionals thrive as a CoS long-term because they enjoy its cross-functional, high-impact nature. However, this doesn’t necessarily mean they spend their whole career in the same organization, as some Chiefs of Staff move around to orgs of different sizes, stages, principals, or industries.
Why the Chief of Staff Varies So Much (and How You Can Define Your Own Role)
The role of Chief of Staff is one of the most flexible and unique roles in modern business management. It adapts to organizational context, the company’s leadership roles, and the executives’ strategic goals.
The CoS is a trusted advisor, strategic partner, and right-hand person to executive leadership (usually the CEO), but how that looks in practice can vary widely. It’s important for potential candidates to understand the variables that shape this position and set themselves up for organizational success.
In addition, some companies will hand you a two-pager and say, “Here are your Chief of Staff responsibilities. Follow this and you’ll be fine!” On the other hand, many organizations don’t really know what they want out of a Chief of Staff, and the role becomes a bit of a Choose-Your-Own-Adventure scenario.
In some situations, the CoS even writes their own job description! If you find yourself in this scenario, think about how you can tweak the role as you read through the following variables.
Company Size and Stage
The CoS Role at a Startup
The Chief of Staff at a startup looks very different than the same role at a Fortune 50 corporation. At an early-stage startup, the CoS might juggle project management prowess with data analysis and policy development, helping build the organizational structure from the ground up. They likely have a hand in several different departments, stepping in as a project manager where needed, and helping draft organizational policies that define the org’s direction.
The CoS Role at a Mature Organization
In this environment, strategic planning and program management often take center stage. The Chief of Staff is likely to be part of a structured hierarchy, supporting a specific C-suite leader (at bigger companies, a CoS can even support a vice president) to execute strategic plans across divisions. The focus is more on strategic impact and operational efficiency than on building systems and processes from scratch.
The Leadership Team’s Strengths and Blind Spots
The CoS position can also shift based on the leadership roles around it. In other words, your success depends on how your strategic focus complements the executives you’re supporting.
For instance, if the CEO is a visionary leader with big ideas but mediocre communication skills, the Chief of Staff’s emotional intelligence and interpersonal skills become their greatest assets. They act as a sounding board, translating vision into execution and communicating the plan to the rest of the organization.
Here’s another example: If an organization already has a strong COO, the CoS might focus less on operations. Instead, the Chief of Staff can prioritize strategic thinking and policy development across several different departments. However, if it’s a small company without a COO, the CoS may take on a dual role, monitoring key metrics and overseeing project managers.
Company Trajectory
Beyond the company stage, the organization’s direction also matters. Are you stepping in to help turn around a flailing business? Helping stay the course after rapid growth? Joining to lead a specific product launch or market expansion?
Each scenario changes the game for this crucial role, as the Chief of Staff serves different functions for organizations with different trajectories. For instance, the ideal candidate for a turnaround effort might need different essential skills than a CoS brought in to provide continuity. It’s not just about doing the right thing at the right time — it’s also about making sure your strategic decisions benefit the organization’s overall trajectory.
Your Own Background and Experience
Even two highly qualified candidates will have different strengths and weaknesses. Each CoS candidate has their own educational background and professional experience, providing another reason why this pivotal role has so much variance.
If you have a background in business administration or a related field, your comfort zone might be in data analysis, financial planning, or M&A support. On the other hand, someone with sales and marketing experience could focus on the front end of the company, addressing brand alignment and client engagement strategies to boost organizational success. Meanwhile, a candidate with an HR background may lean into professional development initiatives and people strategy.
This flexible nature is what makes the Chief of Staff a unique opportunity for people with advanced degrees or years of experience across similar roles. Regardless of your specific roadmap to a CoS role, the successful career path of a great Chief of Staff relies on building strong relationships and adapting your background to this strategic role.
Defining the Scope of the Chief of Staff Role
Because this unique role is so fluid, it’s essential to clarify every possible detail from the start. The right candidates should be able to define their own roles and set realistic boundaries, creating reasonable expectations for themselves.
To cut back on the ambiguity that often surrounds the Chief of Staff position, some organizations now distinguish between Junior and Senior Chiefs of Staff, or Level 1 vs. Level 2, etc. This is another reminder that this isn’t a static job. Rather, it’s one that can scale and grow alongside the business.
As a Chief of Staff, you should revisit your responsibilities and boundaries over time, as they may change. Regularly reassess your role within the org and embrace transitions as opportunities to maximize your impact.
Need Help Defining the Chief of Staff Job Description?
The Chief of Staff is a critical role that adapts to the context, culture, and challenges of each unique organization. While there are some common best practices for the position, there is truly no “one size fits all” answer for how the job should be defined.
If you’re ready to make your mark as a Chief of Staff, but you’re running into issues with mismatched expectations or unexpected responsibilities, let’s chat. I have extensive experience working with Chiefs of Staff and their principals, and I’d love to schedule an intro call so we can discuss the issues you’re running into and how to overcome them.
I can tell you from experience that defining your role and thriving as a Chief of Staff is certainly possible, but it’s much simpler with a coach in your corner.
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.