An executive has a lot on their plate. Running an organization takes tremendous management, which can distract from time otherwise spent developing strategies for the company’s growth and success. Thankfully, two important roles exist to help free an executive’s time so they can focus on the bigger picture.

The Executive Assistant and the Chief of Staff.

Both Executive Assistants (EA) and Chief of Staffs (COS) are invaluable to maximizing an executive’s time, productivity, and impact. An EA and COS share many of the same qualities: organized, meticulous, reliable, diplomatic, and resourceful. While both roles are inherently tied to keeping an executive organized, prepared, and focused, there are some key differences. Broadly speaking, the COS role is more strategic, and the EA role is more tactical.

Let’s take a deeper dive.

The Executive Assistant

The core function of an Executive Assistant is to handle all administrative tasks to keep an executive’s day moving smoothly and efficiently. This includes management of complex calendars, travel, and expenses. EAs often execute this so seamlessly that it’s easy to underestimate the finesse required to juggle all of these details and ever-changing priorities.

Additionally, Executive Assistants may prepare materials for meetings, including research, agendas, and presentations. They often attend meetings, take notes, and follow up with action items. The EA is the gatekeeper and first point of contact for an executive, which greatly reduces interruptions to their executive’s workflow. They often have access to an executive’s email and will prioritize messages and respond on their behalf when possible. EAs are also usually involved in team culture initiatives like events and celebrations.

A more experienced Executive Assistant may handle strategic projects. They possess a more in-depth understanding of the business and know how to prioritize an executive’s time, anticipate needs, and address issues before they arise. Beyond the administrative function, an experienced EA may create processes, increase organization, and ensure tasks are on track to completion. They maintain relationships and communication with direct reports and other key stakeholders. The EA is a critically important role for optimizing an executive’s time.

The Chief of Staff

The Chief of Staff is a senior-level strategic partner that helps an executive accomplish their most important priorities by assisting with or delegating work on their behalf. The role focuses on planning, project management, communication, and relationships. The COS does not usually handle administrative tasks like day-to-day calendar management.

Unlike other executives who have their own departmental agendas, the COS usually has a company-wide perspective and often manages projects for a variety of teams. The COS works with the executive to create strategies, actionable steps, and OKRs. They also follow-up with all involved stakeholders to ensure a task’s completion.

Communication is a big part of the role. A COS is responsible for information flow between the executive and other stakeholders. They often write communications on the executive’s behalf and can imitate their communication style. They have access to highly sensitive information and exercise extreme discretion. They may act as a sounding board to their executive for new ideas. During times when the executive is unavailable, the COS may make decisions on their behalf.

Chief of Staffs often come from a background in finance, consulting, or operations or may have developed into the role from being an Executive Assistant.

Which is right for you?

Every Executive Assistant and Chief of Staff role is different depending on the needs of the executive and the skills of the employee. A top Executive Assistant may work on special projects in a strategic capacity while a Chief of Staff may occasionally work on administrative tasks. Both require a willingness to help their executive make the most of their limited time. While some Chief of Staffs may be open to the Executive Assistant work, most will want to be focused on strategy and higher-level goals, so it’s best in this case, to hire a more traditional EA to carry out the administrative tasks. Hiring an EA or COS helps senior executives take the company to the next level so when deciding which is right for you, it’s important to think through your needs and goals.


Are you looking to move into one of these roles?

Are you ready to take the next step and bring an Executive Assistant and/or Chief of Staff into your organization?

Whether you are seeking a new role as an EA or COS or looking to bring someone on to free up your time, Bloom Talent has a strong track record of hiring these roles for top executives. We are here to help you get started!