What is a Chief of Staff?

The Chief of Staff (CoS) is the behind-the-scenes architect of executive efficiency, acting as a strategic partner who ensures the C-suite stays focused on the bigger picture. Acting as both a right hand and a trusted advisor, the CoS streamlines operations, facilitates decision-making, and provides crucial counsel to top executives.

Beyond advising, they serve as a bridge between leadership and the rest of the organisation, translating the vision into action. Whether managing initiatives, handling sensitive communications, or stepping in when the CEO is unavailable, the CoS keeps the executive engine running smoothly.

They can also act as a protective buffer, filtering distractions and resolving conflicts before they reach the C-suite. From managing external relations to overseeing internal coordination, the CoS ensures that leaders are able to lead, without getting lost in the noise of daily operations.

What does a Chief of Staff do?

The CoS wears many hats, acting as the CEO’s strategic ally and organisational glue. Their responsibilities can span a wide spectrum, to ensure seamless executive operations and forward momentum.

Key duties can include:

• Keeping the CEO engaged in critical decision-making moments
• Equipping leadership with essential insights and preparation for key meetings
• Managing internal and external communications – whether newsletters, speeches, reports, or presentations
• Overseeing organisation-wide initiatives, ensuring alignment with the company’s strategic goals
• Leading strategic planning efforts to synchronise leadership perspectives
• Assisting in the development of key performance indicators (KPIs) to measure success
• Guiding and coordinating support teams, including executive assistants and senior project managers
• Navigating the budget cycle, supporting managers with financial planning and presentations
• Conducting research to identify and evaluate new business opportunities
• Steering special projects as directed by the CEO and executive leadership
• Collaborating with HR to proactively address staffing needs and challenges

A CoS’ role is dynamic, requiring adaptability, strategic thinking, and a keen ability to balance the big picture with the finer details.

When should you hire a Chief of Staff?

Not every startup needs a Chief of Staff, especially from the get-go. But there are some key indicators that may mean it is the right time to bring one on board:

• The CEO is overloaded: if a founder or CEO is spending too much time on internal coordination rather than strategic growth, a CoS can help free up their bandwidth
• Cross-functional projects are stalling: if teams struggle with alignment on high-priority projects, a CoS can improve execution
• The company is growing rapidly: once a startup reaches a certain scale – typically post-Series A – operations can become more complex, which requires structured support
• A need for a trusted advisor: a CoS acts as a sounding board for the CEO, providing candid feedback and helping to refine business strategy

What should startups consider before hiring a Chief of Staff?

There are multiple considerations that you should make before jumping in and hiring a CoS.

Define the role clearly

The responsibilities of a CoS vary widely, so you should tailor the role to your specific needs. Will they focus on internal operations, strategic planning, or investor relations? Setting clear expectations helps ensure a strong fit.

Look for the right skill set

An effective CoS should have:

• Strong problem-solving and analytical skills
• Excellent communication and stakeholder management abilities
• The ability to operate independently and make decisions
• Experience in fast-paced, high-growth environments
• A deep understanding of the business and industry

Determine reporting structure and longevity

Chiefs of Staff often have a tenure of two to three years before transitioning into another leadership role, either within or outside of the company. Businesses should decide from the outset whether they see the position as a long-term role or a stepping stone.

The bottom line

A Chief of Staff can be a game-changer for a scaling startup, but hiring one should be a strategic decision. By clearly defining the role, identifying the right candidate, and aligning expectations, startups can unlock new levels of efficiency and leadership support, allowing the CEO to focus on what truly matters – growing the business.

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