Understanding the differences between chief of staff and COO roles in New Zealand companies

Understanding the chief of staff role in New Zealand companies

What is the chief of staff role?

The chief of staff (CoS) is a strategic executive position that is becoming more common in New Zealand companies. This role is not just about supporting the CEO or other leaders. Instead, the chief of staff acts as a central point for coordination, communication, and project management across the executive team. The CoS helps to align the company’s strategic priorities, ensuring that key initiatives move forward and that the leadership team stays focused on long-term growth and operational excellence.

Key responsibilities and impact

• Strategic planning: The chief of staff often leads or supports strategic planning sessions, helping to translate the CEO’s vision into actionable business strategies.
• Project management: Overseeing cross-functional projects and ensuring that teams are working together efficiently is a core part of the staff role.
• Executive support: While not an executive assistant, the CoS provides high-level support to the CEO and executive team, managing information flow and supporting decision making.
• Operational alignment: The chief of staff ensures that day-to-day operations are in sync with the company’s long-term strategy, working closely with the COO and other chiefs.
• Facilitating communication: Acting as a bridge between departments, the CoS helps break down silos and improve collaboration across the business.

Why New Zealand companies value the chief of staff

In the context of New Zealand’s business environment, the chief of staff role is particularly valuable for companies experiencing rapid growth or complex operational challenges. The CoS helps the leadership team stay agile and focused, especially when the company is scaling or navigating change. This role is different from the chief operating officer (COO), who is more focused on the day-to-day operations and execution of business plans. The chief of staff is more about strategic initiatives, long-term planning, and ensuring the executive team is aligned on key priorities.

For office managers, understanding the chief of staff’s responsibilities can help clarify how this role interacts with other leadership positions, including the COO and the broader management team. If you’re interested in how legal frameworks impact executive roles and company management, you may want to read about the implications of Labor Code 2802 for New Zealand companies.

What does a COO do in a New Zealand company?

Core responsibilities of a COO in New Zealand organisations

The Chief Operating Officer (COO) plays a pivotal role in New Zealand companies, focusing on the operational side of the business. The COO chief is responsible for ensuring that the company’s day to day operations run smoothly and efficiently, supporting the CEO and the executive team in delivering on strategic priorities. This role is often seen as the backbone of operational management, bridging the gap between strategy and execution.

• Operational leadership: The COO oversees the business’s core functions, such as production, service delivery, logistics, and cross functional team coordination. Their leadership ensures that all departments align with the company’s long term goals.
• Strategic planning and execution: While the CEO sets the vision, the COO translates this into actionable plans. This includes project management, resource allocation, and monitoring progress on strategic initiatives.
• Process optimisation: The COO is tasked with improving operational efficiency, identifying bottlenecks, and implementing best practices to drive growth and profitability.
• Decision making: As a key member of the executive team, the COO participates in high-level decision making, ensuring that operational considerations are factored into the company’s strategy.
• Team management: The COO leads and develops management teams, fostering a culture of accountability and continuous improvement across the organisation.

In New Zealand, the COO role is evolving alongside changes in business models and technology. Companies are increasingly looking for COOs who can adapt quickly, drive innovation, and support the company’s growth ambitions. For office managers, understanding the COO’s focus on operational excellence and strategic initiatives is crucial, as it shapes how projects are prioritised and executed within the business.

For more insights on how operational and administrative roles are changing, see this article on how administrator and sales roles are evolving in New Zealand companies.

Key differences between chief of staff and COO

Distinct responsibilities and focus areas

In New Zealand companies, the chief of staff (COS) and chief operating officer (COO) roles are both executive positions, but they serve different purposes within the leadership team. Understanding these differences is essential for office managers who work closely with both roles.

• Chief of staff: The COS acts as a strategic partner to the CEO and executive team, focusing on aligning the company’s long term vision with day-to-day priorities. This role often involves project management, supporting cross functional initiatives, and ensuring that strategic priorities are communicated and executed across departments. The COS is not typically responsible for direct operational management but instead works to streamline executive decision making and drive strategic initiatives forward.
• COO (Chief Operating Officer): The COO, sometimes referred to as the operating officer or officer COO, is responsible for the company’s daily operations. This includes overseeing business processes, managing operational teams, and ensuring that the company’s strategy is effectively implemented at every level. The COO chief is deeply involved in operational leadership, resource allocation, and performance management, making sure the business runs smoothly and efficiently.

Reporting lines and influence

The reporting structure also highlights the differences between the staff chief and COO chief roles. The COS typically reports directly to the CEO and acts as a trusted advisor, often serving as a bridge between the CEO and the rest of the executive team. In contrast, the COO is usually second-in-command, with direct authority over the company’s operational departments and a clear mandate to deliver on business objectives.

Skill sets and impact on company growth

While both roles require strong leadership and management skills, their focus areas differ. The COS excels in strategic planning, project management, and facilitating communication among chiefs staff and the executive team. The COO’s strengths lie in operational excellence, process optimization, and driving business growth through effective management of day operations.

For office managers, recognising these distinctions can help clarify who to approach for support on strategic projects versus operational issues. For more insights on how executive roles impact office management, you might find this resource on support for office managers in New Zealand companies helpful.

Aspect	Chief of Staff	COO
Primary focus	Strategic initiatives, executive support	Operational management, business execution
Reporting line	Direct to CEO	Direct to CEO, manages operational teams
Key skills	Project management, strategic planning	Operations, resource management
Impact	Aligns leadership team, drives strategy	Delivers business results, ensures efficiency

How these roles interact with office managers

Collaboration between office managers and executive leadership

Office managers in New Zealand companies often find themselves working closely with both the chief of staff (COS) and the chief operating officer (COO). Understanding how these roles interact can help office managers navigate their responsibilities more effectively and support the broader business strategy. The COS acts as a strategic partner to the CEO and executive team, focusing on cross functional initiatives, long term planning, and aligning the leadership team around key priorities. Office managers may be asked to support the COS in project management, coordinating strategic initiatives, or gathering information for executive decision making. This can include preparing reports, managing schedules for strategic meetings, and ensuring communication flows smoothly between departments. The COO, or chief operating officer, is responsible for the day operations and the overall operational management of the company. Office managers often collaborate with the COO on operational processes, resource allocation, and supporting the efficiency of business operations. This could involve assisting with the implementation of new operational procedures, supporting the onboarding of new staff, or helping to track progress on operational projects.

• Chief of staff: Focuses on strategic planning, executive team coordination, and supporting the CEO with high-level initiatives.
• COO: Oversees operational management, ensures day-to-day business runs smoothly, and drives operational growth.

For office managers, the key is to understand the distinct priorities of each executive role. When supporting the COS, the emphasis is on strategic priorities and project management. When working with the COO, the focus shifts to operational efficiency and supporting the company’s daily operations. Both chiefs staff and operating officer roles rely on office managers to help execute their vision and maintain a productive workplace. By building strong relationships with both the COS and COO, office managers can play a vital role in supporting the leadership team and contributing to the company’s long term success.

Choosing the right structure for your New Zealand company

Aligning executive roles with your company’s needs

When structuring your leadership team in a New Zealand company, it’s important to consider how the chief of staff and COO roles fit into your business strategy. Both positions bring unique strengths to management and operations, but their impact depends on your company’s size, industry, and long-term goals.

• Chief of staff: Often acts as a strategic partner to the CEO, focusing on cross-functional projects, strategic planning, and managing key initiatives. This role is ideal for companies that need support with executive decision making, project management, and aligning the leadership team around strategic priorities.
• COO (Chief Operating Officer): Typically oversees day-to-day operations, ensuring that business processes run smoothly. The COO is responsible for operational efficiency, managing teams, and executing the company’s strategy at an operational level. This role suits businesses with complex operations or rapid growth targets.

Some companies may benefit from having both roles, especially if the CEO needs a chief staff member to drive strategic initiatives while the COO focuses on operational management. Others might find that one role covers their needs, particularly in smaller organisations where resources are limited.

Factors to consider when choosing your structure

• Business size and complexity: Larger companies or those with multiple departments may require both a chief of staff and a COO to handle the volume of strategic and operational tasks.
• Strategic priorities: If your focus is on growth, innovation, or transformation, a chief of staff can help drive these initiatives. For companies prioritising operational excellence, a COO chief may be more suitable.
• Leadership style: Consider whether your executive team prefers a collaborative approach or clear operational leadership. The staff role is often more collaborative and cross functional, while the operating officer is more hands-on with day operations.
• Resource allocation: Assess whether your company can support both roles or if combining responsibilities is more practical.

Ultimately, the right structure depends on your company’s unique needs and the strategic direction set by your CEO and executive team. By understanding the distinct contributions of each role, you can build a leadership team that supports both immediate operational needs and long-term business growth.

Adapting leadership roles to New Zealand’s business culture

Aligning leadership roles with Kiwi business values

New Zealand companies often take pride in their unique business culture, which emphasises collaboration, transparency, and a flat management structure. When shaping executive roles like chief of staff or COO, it’s important to adapt these positions to fit the local context rather than simply copying overseas models.

Practical ways to tailor executive roles

• Emphasise cross-functional teamwork: Chiefs of staff and COOs in New Zealand are most effective when they break down silos and encourage open communication across the executive team and wider company.
• Support inclusive decision making: Leadership teams here often involve a broader group in strategic planning and operational discussions. Chiefs of staff and COOs should facilitate input from various departments, including office managers, to ensure buy-in for strategic initiatives.
• Focus on long-term growth: Rather than just managing day operations, these roles are expected to contribute to the company’s long-term strategy and sustainable growth. This means balancing operational efficiency with innovation and adaptability.
• Champion transparency and trust: Open communication about strategic priorities and project management helps build trust within the company. Chiefs of staff and COOs should model this behaviour, sharing updates on key initiatives and involving teams in the process.

Integrating office managers into the leadership dynamic

Office managers in New Zealand companies often play a pivotal role in bridging the gap between executive leadership and day-to-day operations. By working closely with the chief of staff and COO, office managers can help ensure that strategic and operational goals are clearly communicated and executed across the business. This cross-functional approach strengthens the leadership team and supports the company’s overall success.

Adapting to change and growth

As New Zealand businesses grow or shift focus, the responsibilities of the chief of staff and COO may evolve. Regularly reviewing these roles to ensure they align with the company’s current needs and business culture is key. Flexibility, open dialogue, and a willingness to adapt are essential for maintaining effective leadership and supporting ongoing growth.